About the Author
Peter Weverka is the bestselling author of many For Dummies books, including Ofﬁce 2010 All-in-One Desk Reference For Dummies, as well as 35 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, and other magazines for grown-ups.

Dedication
For Emma Rouault.

Author’s Acknowledgments
This book owes a lot to many hard-working people at the offices of Wiley Publishing in Indiana. I would especially like to thank Mary Bednarek for considering me for this book and Katie Mohr for pushing it along. For the umpteenth time, I also want to thank Susan Christophersen for being such a good editor. Technical editor Nick Simons made sure that all the instructions in this book are indeed accurate, and I would like to thank him for his diligence. I would also like to thank Rich Tennant for the witty cartoons you will find on the pages of this book and Broccoli Information Mgt. for writing the index. Finally, I want to thank Sofia (in Vermont), Henry (in Hawaii), and Addie (in San Francisco) for a great summer.

You also discover how to make your browser work with the Office Web Apps. and how to store files with SharePoint Services. you have a laugh or two. All you need is an Internet connection and an account with Windows Live. Here’s a bare outline of the seven parts of this book: ✓ Part I: Getting Acquainted with the Office Web Apps: Introduces the Office Web Apps. shortcuts. this book will make you a better. and OneNote notebooks. You also find out how to share files with colleagues and work simultaneously with others in an Office Web App.
T
What’s in This Book. ✓ Part II: Sharing Files and Collaborating with Others: Explains how to store Office files on Windows Live. I show you everything you need to make the most of the Office Web Apps in this book. clip art. It’s jampacked with how-to’s. and tips. Excel worksheets. as well as how to open a file in Office 2010 starting from an Office Web App. Excel Web App. do tasks that are common to all four Office Web Apps. advice. a Microsoft software program. Excel. and shows how to create files with them. these applications are called Word Web App. more proficient. No matter how much or how little skill you bring to the table. and OneNote Web App.Introduction
his book is for users of the Office Web Apps. Respectively. Anyone can use the Office Web Apps. On the way. and create and use diagrams. you and a colleague can work together even if one of you is in Maine and the other is in Arizona. the online versions of Word. users of the Office Web Apps can collaborate online with one another to create Word documents. PowerPoint. Anyway?
This book is your guide to making the most of the Office Web Apps. PowerPoint presentations. and OneNote. explains how to sign up to use them. more confident user of the Office Web Apps. Moreover.
. an online service that Microsoft provides for storing files. PowerPoint Web App. You don’t have to pay a fee or even install Office 2010 software on your computer. As long as both of you are connected to the Internet. and pictures.

Compare the table of contents in this book to the book next to it on the bookstore shelf. You discover how to enter data. including how to format text. ✓ Part VI: OneNote Web App: Describes how to take and organize notes with the online version of OneNote. and configuring a browser to run the Office Web Apps. The table of contents in this book is put together better and presents topics so that you can find them in a hurry. Read on to see why. To that end. I assume that you came to this book
. and spell-check your work. ✓ Part VII: The Part of Tens: Each chapter in Part VII offers ten tidbits of information — general information about the Office Web Apps themselves. create tables and lists. I want you to be able to look down the page and see in a heading or list the name of the topic that concerns you. Besides the fact that this book is easy to read. use formulas. The tables make options easier to understand and compare.
What Makes This Book Different
You are holding in your hands a computer book designed to make mastering the Office Web Apps as easy and comfortable as possible. format text. it’s different from other books about the Office Web Apps. The descriptive headings help you find information quickly. You find out how to create slides. assign styles to text. ✓ Part V: PowerPoint Web App: Shows how to design and create presentations with the online version of PowerPoint. and give a presentation. but this book explains how to complete tasks with the software. ✓ Part IV: Excel Web App: Demonstrates how to crunch numbers with the online spreadsheet program. The bulleted and numbered lists make following instructions simpler.
A task-oriented approach
Most computer books describe what the software is. and that means that readers have to be able to find instructions quickly. use functions in formulas. I have taken great pains to make sure that the material in this book is well organized and easy to find.2
Office 2010 Web Apps For Dummies
✓ Part III: Word Web App: Explores the online word processor. and sort and filter data. file sharing. create lists. I want you to be able to find instructions quickly.
Easy-to-look-up information
This book is a reference.

Where you see Ctrl+. you can press combinations of keys. To show you how to step through command sequences. press the keys simultaneously. For example. and then choose Menu Bar on the submenu. the one you can click to paste data into a file.Introduction
because you want to know how to do something — crunch some numbers or create a PowerPoint presentation with a colleague. When instructions refer to one part of the screen. only that part of the screen is shown. “After you open the File menu. To use the Office Web Apps. choose Toolbars on the menu. The button shown here is the Paste button. For example. You came to the right place. Compare this book to the next one on the bookstore shelf. in the Firefox Web browser. To give some commands.
Conventions Used in This Book
I want you to understand all the instructions in this book. you must have an Internet connection. you see a small illustration of the button in the margin of this book (unless the button is too large to fit in the margin). pressing Ctrl+B boldfaces text. or Shift+ and a key name or key names. the reader of this book. you can hold down the Ctrl key and press the B key to apply boldfacing to text.
. Another way to give a command is to click a button.
3
Meaningful screen shots
The screen shots in this book show only the part of the screen that illustrates what is being explained in the text. This book describes how to get tasks done. Alt+. I use the ➪ symbol. The ➪ symbol is just a shorthand method of saying. Do you see how clean the screen shots in this book are?
Foolish Assumptions
Please forgive me. you can open the View menu and choose Toolbars➪Menu Bar to hide or display the menu bar. but I made one or two foolish assumptions about you. When I tell you to click a button. In other words. I’ve adopted a few conventions. I assumed that: ✓ Your computer is connected to the Internet. I took great care to make sure that the screen shots in this book serve to help you understand the Office Web Apps and how they work. ✓ You are kind to foreign visitors and small animals. and in that spirit.

When I explain a juicy little fact that bears remembering.
. a Technical Stuff icon appears in the margin. Here’s what the icons mean: Next to the Tip icon.4
Office 2010 Web Apps For Dummies
Icons Used in This Book
To help you get the most out of this book. I’ve placed icons here and there. you can find shortcuts and tricks of the trade to make your adventures in the Office Web Apps more enjoyable. When I am forced to describe high-tech stuff. prick up your ears. It means that you are about to do something you may regret later. You will discover something that you need to remember. I mark it with a Remember icon. tread softly and carefully. When you see this icon. although these technical descriptions often help you understand how a feature works.
Where you see the Warning icon. You don’t have to read what’s beside the Technical Stuff icons if you don’t want to.

Part I
Getting Acquainted with the Office Web Apps
.

Excel Web App. soar above the clouds. you take off. and discover the basics of using Word Web App. PowerPoint Web App.H
In this part .
ello. And if I ask you to hold your breath and flap your arms to help the plane stay aloft. . . In the next five chapters. Please observe the “Fasten your seat belt” sign.
. please do so promptly. this is your captain speaking. Thank you for flying with the Office Web Apps. and OneNote Web App.

What does the name mean. PowerPoint. the Office Web Apps are called Word Web App. This chapter looks into what a Web application is and how Web applications such as the Office Web Apps are different from other applications. You also see how to use the Office Web Apps in conjunction with Office 2010 programs and what you need to know before setting up your computer to use the Office Web Apps. and OneNote files. Anyway?
In my opinion. Finally. Excel.
T
What Are the Office Web Apps.” Say Office Web Apps three times and you soon discover that the name is a tongue twister. and OneNote. and OneNote Web App. Excel Web App. Microsoft could’ve chosen a better name than “Office Web Apps. and what are the Office Web Apps?
. this chapter looks into a few peculiarities of using online Web applications.Chapter 1
Introducing Of fice Web Apps
In This Chapter
▶ Understanding what Web applications are ▶ Storing and sharing files on the Internet ▶ Using the Office Web Apps to collaborate with others ▶ Examining how the Office Web Apps work with Office 2010 software ▶ Looking at how to get up and running with the Office Web Apps ▶ Resisting the urge to right-click and press shortcut keys
he Office Web Apps are online versions of four popular Microsoft Office applications: Word. Respectively. It shows how you can use the Office Web Apps to share files with others and collaborate with others on Word. PowerPoint Web App. Excel. PowerPoint.

From there. To run a Web application.8
Part I: Getting Acquainted with the Office Web Apps
Introducing Web applications
The “Web App” portion of the name “Office Web Apps” stands for Web application. open a file. or another Web browser. using your browser. Notice the browser window and how Excel Web App appears inside the browser window. Then. Web applications are sometimes called online applications because the software to run them isn’t stored on individuals’ computers. you start the Web application. like the Web application itself. When you give commands to run an Office Web App. are stored on the Internet. but rather on a Web server on the Internet. you start from your computer and open Internet Explorer. Wherever you go and whatever you do with an Office Web App. and get to work.
Figure 1-1: Web applications are run inside a browser window. Files you work on. you go to a Web site where you can run the Web application. you do it inside a browser window. the commands are transmitted by your browser over the Internet to the Office Web App. A Web application is a software program that runs from a Web site on the Internet. in this case Excel Web App. not on your computer.
. Figure 1-1 shows a Web application in action. Firefox.

Part IV (Chapters 11 and 12) explains Excel Web App. And after you open the file in an Office 2010 program. PowerPoint Web App. and other documents. The Office Web Apps are online versions of Excel. re-install. Part IV (Chapters 13 and 14) looks into PowerPoint Web App. PowerPoint 2010. The first thing you notice when you run an Office Web App is how measly it is compared to its Office counterpart.Chapter 1: Introducing Office Web Apps
Web applications present an important advantage over applications stored on a personal computer. All the work of maintaining the application and keeping it up-to-date is done for you. Part VI (Chapters 15 and 17) explains the OneNote Web App. or OneNote file that you’re working on with an Office Web App and open it in Word 2010. for example. you can. Excel Web App. or OneNote 2010. uninstall. Excel. Excel 2010. Figure 1-2 shows three of the four Office Web Apps (the fourth. ✓ PowerPoint Web App: For creating slide presentations to show to an audience.
. PowerPoint. appears in Figure 1-1).
9
Meeting the Office Web Apps
The “Office” portion of the name “Office Web Apps” refers to Microsoft’s famous Office software. and OneNote. Using the Office Web Apps doesn’t cost anything. you can take advantage of all the commands that the program offers. or upgrade Web applications because technicians do it for you on the Web server where the Web application is maintained. that needn’t concern you if Office 2010 is installed on your computer. Part III (Chapters 9 and 10) describes Word Web App. take the Word. ✓ Excel Web App: For crunching numbers in worksheets. Meet the Office Web Apps: ✓ Word Web App: For creating letters. The Office Web Apps are abridged versions of Office programs. PowerPoint. merely by clicking a button. ✓ OneNote Web App: For storing and organizing notes. Still. Microsoft provides the Office Web Apps for free. You never have to install. doesn’t offer nearly as many commands and features as PowerPoint 2010. Word. As I explain later in this chapter. reports.

(Excel Web App is shown in Figure 1-1.10
Part I: Getting Acquainted with the Office Web Apps
Figure 1-2: From top to bottom: Word. PowerPoint. and OneNote Web App.)
.

they can restore the file. not on one or more computers. is what makes the Office Web Apps special. connect to the Web site where your files are stored. The files aren’t kept on one person’s computer. You don’t have to be in your office or your home or even carry your laptop with you. Storing files on the Internet also frees you from having to back up files. where everyone with an Internet connection and permission to edit the files can edit them. Web-based e-mail services such as Gmail and Yahoo! Mail store users’ e-mail — their files — on Web servers. the Office Web Apps aren’t anything to crow about. One person in Timbuktu and another in Vladivostok can collaborate with one another. Does keeping your files on the Internet rather than your computer’s hard drive seem odd to you? If it does. This ability to share files is one of the great advantages of the Office Web Apps. In fact. They’re kept on the Internet. but the users’ ability to share files. but rather on Web servers on the Internet.
Sharing Files on the Internet
Storing files on the Internet makes it possible to share files on the Internet. too. Storing files on the Internet makes it possible to work on files wherever you have an Internet connection. For that matter. and to work on a shared file in an Office Web App or an Office 2010 program. you can open a Web browser. Most people are not very good about backing up their files. on a Web server. a dozen or a hundred people can work on the same file using an Office Web App. two people can work on the same file.
. and get to work. consider whether you already store files on the Internet. you don’t have to copy files between computers or wonder whether you’re working on the most up-to-date copy of a file. not on users’ hard drives. and if a file is corrupted and needs restoring. If you send and receive e-mail with Gmail or Yahoo! Mail. open a file in an Office Web App. Giving this wearisome task to a technician is very nice indeed. Technicians back up files on the Web server.Chapter 1: Introducing Office Web Apps
11
Storing Files on the Internet
Here’s something else that is unique about computing with Web applications like the Office Web Apps: The files you work on aren’t stored on your computer. being able to share files is the greatest advantage. By themselves. From a hotel room or friend’s house. Using an Office Web App. you already store and edit files online. And because your files are kept in one place.

and OneNote Web App are stripped-down versions of Word. For comparison purposes. PowerPoint. Figure 1-3 shows Word Web App and Word 2010. Just by glancing at the figure. PowerPoint Web App. The Office Web Apps don’t have nearly as many features or amenities as their Office 2010 counterparts. and OneNote. for example. Excel Web App. Excel.
.12
Part I: Getting Acquainted with the Office Web Apps
The Office Web Apps and Office 2010
As I mention earlier in this chapter.
Microsoft designed the Office Web Apps as companion software to Office 2010.
Click the Open In button to open a ﬁle in an Ofﬁce 2010 program
Figure 1-3: Word Web App (top) isn’t as sophisticated as Word 2010 (bottom). you can see that Word Web App falls far short of Word 2010 in the number of features and commands it offers. Word Web App. As shown in Figure 1-3. Each Office Web App has a button called Open In that you can click to open a file in an Office 2010 program. the Office Web Apps leave a lot to be desired when you compare them to Office 2010 software.

start by setting up an account with Windows Live.
13
Office Web Apps: The Big Picture
The good news is you can get up and running with the Office Web Apps in a matter of minutes if you have an Internet connection. Using SharePoint. If you think you can use the Office Web Apps by themselves for your computing needs.Chapter 1: Introducing Office Web Apps
you can click the Open In Word button in Word Web App to open the Word document you’re working on in Word 2010. When people share files on the Internet and one person opens a file in an Office 2010 program. SharePoint is software that Microsoft provides for sharing files on a local network. Excel 2010. and share files. By the way. and unless Office 2010 software is installed on your computer and you can call on Office 2010 programs when you need them. Chapter 8 explains how to store and share files with SharePoint. the Office Web Apps don’t have enough oomph to suit most people. Having Office 2010 software on your computer makes it possible. People with modest computing needs can get by without having to run Office 2010 programs along with the Office Web Apps. you can run the Office Web Apps from and store your files on a server that is owned and operated by the company you work for. by clicking the Open In button. After the file opens in the Office 2010 program. But realistically. Setting up your computer to work with Windows Live and SharePoint is a subject of Chapter 2. To use the Office Web Apps. PowerPoint 2010. Chapters 6 and 7 explain how to run the Office Web Apps on SkyDrive. Opening a file in Word 2010. Excel 2010. you can call on all the Office 2010 commands.
. or PowerPoint 2010 effectively blocks others from opening and editing the file with an Office Web App except in the case of OneNote. others can’t edit the file in the Office Web App until the person who opened it in the Office 2010 program closes it. start by talking to your network administrator about using the Office Web Apps with SharePoint 2010. you may get frustrated with the Office Web Apps. and OneNote 2010. you aren’t entirely wrong. Use SkyDrive to create files with the Office Web Apps. One of these services is called SkyDrive. or if your computer is connected to a network. to share files with others and draw upon the many commands in Word 2010. store files. Testing the waters doesn’t require any special software or high-tech gadgetry on your part. Windows Live is a Microsoft Web site that offers Web-based applications and services. there’s a hitch where sharing files online with Office 2010 programs is concerned.

but the Office Web Apps don’t offer nearly the number of shortcut keys as the Office 2010 software. Internet Explorer. and you can decide who can and can’t open the files in a folder.
Going without Right-Clicks and Shortcut Keys
The Office Web Apps take some getting used to when it comes to right-clicking and pressing shortcut keys. and close files. Chapter 2 explains how to create.14
Part I: Getting Acquainted with the Office Web Apps
Safeguarding your privacy
You should know right away that privacy matters more than usual when you’re using the Office Web Apps. give a moment’s thought to your privacy and to the privacy of the people whose files you work on. not your computer. If you’re the kind of person who right-clicks often. you steer and operate Office Web Apps through a Web browser. Chapter 3 explains how to download and install these browsers. you have to cure yourself of this habit if you want to use the Office Web Apps. As nice as these safeguards are. Folders in which you store files can be set as private. where prying eyes are more likely to find them. Opportunities to right-click and choose commands are few and far between. open. Ctrl+B (for boldfacing text).) In case you haven’t noticed already. as I mention earlier. as well as how to open them in an Office 2010 program. you can create your first Office Web App file. however. or Chrome. Safari. Microsoft recommends using these browsers with the Office Web Apps: Firefox. and a few other shortcut key combinations are available. the fact remains that your files are still on a Web server. right-clicking gets you a shortcut menu with useful commands and buttons. In an Office program. But right-clicking in an Office Web App usually doesn’t help you very much. they are easier for strangers to open and see.
After you get set up with Windows Live or SharePoint. Ctrl+I (for italicizing text). the computer programming language that the Office Web Apps are written in. Do all you can to make sure files don’t fall into the wrong hands. When you create files with the Office Web Apps and decide how to store them online. You also soon discover that shortcut keys are scarce in the Office Web Apps.
. as well as how to handle problems that may arise with cookies and JavaScript. Because files are kept on a Web server. (Click the Open In button.

how to install the Silverlight add-on. Full speed ahead!
C
Making Sure You Have the Right Browser
A browser. and doing any number of things to make your adventures on the Internet more rewarding.
. also known as a Web browser. bookmarking Web pages. opening. opening files. This chapter tells you how to set up your computer to run the Office Web Apps and how to do basic tasks such as creating new files. is a computer program that displays Web pages on the Internet. and closing files. You also find out which browser to use with the Office Web Apps. what the Office Web Apps interface is all about. and closing files with an Office Web App ▶ Looking at Office Web App oddities ▶ Getting acquainted with the Office Web Apps interface ▶ Finding more room to work on-screen
hapter 1 explains what the Office Web Apps are. and how to get more room to work on-screen in an Office Web App.Chapter 2
Get ting Star ted with the Office Web Apps
In This Chapter
▶ Using the right Web browser ▶ Installing the Silverlight add-on ▶ Getting signed up to use the Office Web Apps ▶ Creating. Browsers come with commands for going from Web page to Web page.

The Plugins tab of the Add-Ons dialog box opens. Internet Explorer. Then. install. Look for Silverlight Plug-In to see whether it is installed.
Installing Microsoft Silverlight
Microsoft strongly recommends installing Silverlight on your computer if you intend to run the Office Web Apps. and how to make sure that the Silverlight add-on on your computer is up-to-date. If necessary. how to download and install Silverlight. Microsoft says you should have one of these browsers: ✓ Firefox version 3. make sure Tools and Extensions is selected. An addon. These pages explain how to tell whether Silverlight is installed on your computer.16
Part I: Getting Acquainted with the Office Web Apps
To use the Office Web Apps.
Finding out whether Silverlight is installed
Silverlight may already be installed on your computer. as shown in Figure 2-1. under “Microsoft Corporation” in the list. and update these browsers. look for Microsoft Silverlight. as well as how to find out which version of Firefox. open the Show drop-down list and choose All Add-Ons. Under Add-On Types. also known as a plug-in. and games run faster and more smoothly on Web browsers. Silverlight is an add-on program. as shown in Figure 2-1. Follow these steps to find out whether the add-on is installed and spare yourself the trouble of installing it: ✓ Firefox: Choose Tools ➪Add-ons. or Chrome is on your computer. You never know. The Manage AddOns dialog box appears.0 or later ✓ Safari version 4.0 or later ✓ Internet Explorer version 7. is an auxiliary program that gives other programs more functionality. Safari. You see an alphabetical list of add-ons installed on your computer.0 or later Chapter 3 explains how to download. animations.0 or later ✓ Chrome 5.
. ✓ Internet Explorer: Choose Tools➪Manage Add-Ons. Silverlight is designed to make videos.

and Safari (upper right).
. Scroll in the window and look for Silverlight Plug-In.
17
Figure 2-1: Seeing whether Silverlight is installed in Firefox (upper left).silverlight. Downloading and installing the software takes only a couple of minutes. Later in this chapter. A list of extensions appears. start by opening your browser and going to the Silverlight Web site at this address: www. Internet Explorer (middle).
Downloading and installing Silverlight
To download and install Silverlight. ✓ Chrome: Click the Tools button and choose Extensions on the dropdown list. The Installed Plug-Ins window appears. “Getting an up-to-date version of Silverlight” explains how to update to the most recent version of Silverlight.net On the Get Started page at the Web site are instructions for downloading and installing Silverlight.Chapter 2: Getting Started with the Office Web Apps
✓ Safari: Choose Help➪Installed Plug-Ins. See whether Silverlight is on the list. as shown in Figure 2-1.

After you sign up with Windows Live. Follow these instructions in the three Web browsers Microsoft recommends using to get an up-to-date version of Silverlight (only the Firefox browser offers a convenient way to find out whether your version of Silverlight is up-to-date): ✓ Firefox: Choose Tools➪Add-Ons to open the Plugins tab of the Add-Ons dialog box (refer to Figure 2-1).mozilla. If Silverlight needs updating. and OneNote notebooks with the Office Web Apps. You can also upload files from your computer to Windows Live. and Chrome: Go to the Plugin Check Web site at this address: www. Excel worksheets. PowerPoint Web App. open the files. Then click the Find Updates button. PowerPoint presentations. Excel Web App. as the next topic in this chapter explains). and OneNote Web App.mozilla. (You can also use the Office Web Apps if you have access to a SharePoint Web site. Safari. com/en-US/plugincheck) that tells you which add-ons are installed on your computer and whether they are up-to-date. with a little luck.com
.com/en-US/plugincheck After a minute or two. ✓ Internet Explorer. Signing up with Windows Live doesn’t cost anything.live.18
Part I: Getting Acquainted with the Office Web Apps
Getting an up-to-date version of Silverlight
Just because Silverlight is installed on your computer doesn’t mean you have the latest version of the add-on. among other services. the Web site tells you whether Silverlight needs updating. Windows Live is an online service that Microsoft offers for sharing files and sending e-mail. click the Update button. go to this Web site and click the Sign Up button (not the Sign In button): http://home. and edit them with Word Web App. To sign up with Windows Live. Click the Update button if it needs updating.
Signing Up with Windows Live
Everyone with an Internet connection can use the Office Web Apps by signing up with Windows Live. Your browser opens a window at its Plugin Check Web site (www. you can create Word documents. Not keeping add-ons up-to-date exposes your computer to the risk of attacks by viruses and malware.

Chapters 6 and 7 explain how to get from place to place. you land in the Home window. not Live. After you sign up. and do all else in Windows Live. be sure to create a Hotmail account when you sign up with Windows Live. create folders. People who share files with SharePoint 2010 do so through SharePoint Web sites similar to the one shown in Figure 2-3. on the drop-down list next to the text box where you enter your Windows Live ID.
Signing Up with SharePoint
Your company may exchange files and collaborate through SharePoint 2010. as shown in Figure 2-2.
19
Figure 2-2: Signing up to use Windows Live (and the Office Web Apps). choose Hotmail. Store your files on SkyDrive.Chapter 2: Getting Started with the Office Web Apps
You come to the Create Your Windows Live ID window. To create a Hotmail account. You need a Hotmail account to send e-mail invitations to the people with whom you will share files. share files. Fill in this screen and click the I Accept button.com. These Web sites are maintained on a
.com.
If you intend to share files on Windows Live. and don’t click the Or Use Your Own E-Mail Address link. a Microsoft software package designed to help coworkers share files. the portion of Windows Live that is devoted to file sharing.

20
Part I: Getting Acquainted with the Office Web Apps
company intranet or on the Internet.
Figure 2-3: The Home page of a SharePoint Web site. Chapter 8 looks into running the Office Web Apps from a SharePoint Web site. creating a file with an Office Web App is a bit different from creating a conventional file. a username.
Creating a New File
Because files you create with the Office Web Apps are not stored on your computer. Your choice of folders determines where the file will be stored. The administrator gives the URL of the SharePoint site.
You must have permission from a network administrator to access a SharePoint Web site. And you choose where to store the file before you create it. Open the folder where you want to store the file. you name the file before you create it. not when you save it the first time. Besides sharing files. Follow these steps to create a file with an Office Web App: 1. Rather than create the file and give it a name when you save it for the first time.
. and a password. people with access to a SharePoint 2010 Web site can run the Office Web Apps from the site.

• OneNote Notebook: Create a notebook for storing and organizing notes. or other document. Part IV (Chapters 11 and 12) explains the Excel Web App. Part VI (Chapters 15 and 16) explains the OneNote Web App.
21
Figure 2-4: Creating an Office file in Windows Live. • PowerPoint Presentation: Create a presentation for showing slides to an audience. report.
3. Part III (Chapters 9 and 10) describes the Word Web App. Click the New button to open its drop-down list. • Excel Workbook: Create a worksheet for crunching numbers. Part V (Chapters 13 and 14) looks into the PowerPoint Web App. Choose what kind of file you want to create: • Word Document: Create a letter. Choose an option on the drop-down list.Chapter 2: Getting Started with the Office Web Apps
2. Figure 2-4 shows the New button and its drop-down list in Windows Live.
.

presentation. You can also upload Word. you have to open it first. workbook. 5. Excel.
Opening a file stored in Windows Live
How you open a file that you store in Windows Live depends on whether you want to open it in an Office Web App or an Office 2010 program. of course. two people can’t always open the same file in an Office Web App or Office 2010 program. or notebook. Chapter 12 (Excel). In the Name text box. From the Folder window. as shown in the topmost screen in Figure 2-5. use these techniques to open a file: ✓ Open the file right away in an Office Web App: Switch to Details view (if you aren’t already there) and click the Edit in Browser link. Chapter 14 (PowerPoint).
Opening and Closing Files
To get to work on a file. To switch to Details view in the Folder window.22
Part I: Getting Acquainted with the Office Web Apps
The New window opens. And. Chapter 6 explains how to upload files to Windows Live. you close a file when you’re finished working on it and want to stop and smell the roses. the file opens right away in an Office Web App. PowerPoint and OneNote files from your computer to Windows Live or a SharePoint Web site and open the files you uploaded in an Office Web App. click the View link and choose Details on the dropdown list. open the folder where the file is stored.
. Except for OneNote notebooks. as shown in Figure 2-5. 4. The following pages explain opening and closing files stored in Windows Live and files stored in a SharePoint Web site. and Chapter 16 (OneNote). Your new Office file opens in an Office Web App. Click the Save button. The peculiarities of file sharing in the different Office Web Apps are examined in Chapter 10 (Word). as shown on the right side of Figure 2-4. The bottommost screen in Figure 2-5 shows a file in an Office Web App. Chapter 8 explains how to upload files to a SharePoint Web site. enter a name for your document. When you use this technique. To start. Sometimes you try to open a file and you can’t do it because someone opened it before you.

the file open in an Office Web App.Chapter 2: Getting Started with the Office Web Apps
23
Figure 2-5: Opening an Office Web App file in Windows Live (from top to bottom): The folder window in Details view. the File window. the Folder window in Icons view.
.

Excel 2010. or OneNote 2010. if a PowerPoint file appears in the File window. the button is called Open in PowerPoint.
. ✓ Edit in Browser: Opens the file in an Office Web App so that you can edit it. locate the document in the Document Library and open its drop-down list. as shown in Figure 2-6. PowerPoint 2010. For example. Then choose one of these options: ✓ View in Browser: Opens the file in an Office Web App. or OneNote: Opens the file in Word 2010. ✓ Edit in Microsoft Word. as shown in the third screen in Figure 2-5. The file opens in an Office Web App. This button is named after the kind of file you’re dealing with. • Open in an Office Web App: Click the Edit in Browser button. You can view the file but not edit it (unless you click the Open In or Edit in Browser button). The File window opens. as shown by the bottommost screen in Figure 2-5.
Opening a file in SharePoint 2010
To open an Office file from a SharePoint site. The file opens in an Office 2010 program so that you can edit it. PowerPoint.
Figure 2-6: Opening an Office file at a SharePoint Web site. Excel. as shown in the second screen in Figure 2-5. To open the file from the File window: • Open in an Office 2010 program: Click the Open In button.24
Part I: Getting Acquainted with the Office Web Apps
✓ Open the file from the File window (examine the file before opening it): Click the name of the file you want to open. You can scroll in the File window to examine the file without opening it.

Chapter 2: Getting Started with the Office Web Apps
25
Opening a file in Office 2010
The Office Web Apps offer a special command called Open In that you can click to open a file in an Office 2010 program.
A Tour of Office Web App Oddities
The moment you open an Office Web App for the first time. PowerPoint. choose the Open In command: ✓ Go to the Home tab and click the Open In button. the file is located on a Web server. PowerPoint. or OneNote 2010. And after you open the file in Word. or OneNote Web App. you can open a file you store online in Word. For example. click the Open in PowerPoint button or go to the File tab and choose Open in PowerPoint. where is the Save button? The Office Web Apps aren’t like other programs: ✓ Save button: Except in Word Web App. When you’re working along in an Office Web App and you want to take advantage of a command found in the Office 2010 version of Office Web App. not to a file located on your computer’s hard drive. Use one of these techniques to close a file in an Office Web App: ✓ Click the Close button. choose Open In. in PowerPoint Web App. For example. ✓ On the File tab. and OneNote Web App. PowerPoint Web App. ✓ Save/Refresh button: By clicking the Open In button in Word. ✓ Go to the File tab and choose Close. Excel. You don’t need one. or OneNote 2010. you won’t find a Save button.
Closing a file
Closing a file is considerably easier than opening one. It looks different to remind you that the editorial changes
. Excel. This button is located in the upper-right corner of the screen. PowerPoint. Excel. Your work is saved automatically in Excel Web App. Your file opens in an Office Web App program. Although the file you open in an Office 2010 program looks as though it is located on your computer. you notice a few oddities. Editorial changes you make are saved to the file on the Web server. the Save button looks a little different. You have only to click the Save button to save your work in Word Web App.

This toolbar offers two trusty buttons:
. but not if one of them has already opened the file in an Office 2010 program.
The File tab
In the upper-left corner of all Office Web Apps is the File tab. You can’t open the file in an Office Web App. is a computer term that describes how a software program presents itself to the people who use it (and you probably thought “interface” meant two people kissing). including opening a file in an Office 2010 program and closing a file. but rather to a file kept online on a Web server. you can’t share a file if one person has opened it in an Office 2010 program. All OneNote users can successfully open the file and edit it at the same time. he or she is out of luck.26
Part I: Getting Acquainted with the Office Web Apps
you make are saved not to a file on your hard disk. Office Web Apps can’t open password-protected files. For example. ✓ Sharing files in Office Web Apps and Office 2010: More than one person can work on the same file with an Office Web App. ✓ The OneNote exception: OneNote isn’t particular about sharing a file when some people open the file in OneNote Web App and others open it in OneNote 2010. On the File tab. you find commands for doing various things.
Knowing Your Way around the Office Web Apps Interface
The interface. you see the Quick Access toolbar in the upper-left corner of the screen above the File tab (refer to Figure 2-7). think again. Except in the case of OneNote. if one person opens an Excel file in Excel 2010 and someone else comes along and wants to open it in Excel Web App. These pages give you a quick tour of the Office Web Apps interface.
The Quick Access toolbar
As you edit a file in an Office Web App. ✓ Password-protected files: If you’d like to upload a password-protected file to Windows Live or a SharePoint Web site and share it with others. as shown in Figure 2-7. also called the user interface.

click the Home tab to take advantage of the commands in the Font group for changing the appearance of text. Click it to save your work. This button is located on the right side of the Ribbon. For example. To make the Ribbon disappear and get more room on-screen. click a tab to undertake a task. ✓ Click the Redo button if you regret clicking Undo. Practically speaking. Click the button a second time to see the Ribbon again. It reverses what the Undo button did.
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File tab Quick Access toolbar
Figure 2-7: The File tab and Quick Access toolbar are always available. your first step when you start a new task is to click a tab on the Ribbon. While the Ribbon is minimized. Word Web App offers a third button on the Quick Access toolbar — the Save button. click the Minimize the Ribbon button. you can click a tab name to display a tab.
.
The Ribbon and its tabs
Across the top of the screen is the Ribbon. an assortment of different tabs.Chapter 2: Getting Started with the Office Web Apps
✓ Click the Undo button if you regret making an editorial change and want to reverse it.

To keep the Ribbon from getting too crowded with tabs. The idea behind context-sensitive tabs is to direct you to the commands you need and exclude all other commands.28
Part I: Getting Acquainted with the Office Web Apps
Context-sensitive tabs
Sorry for dropping the term context sensitive on you. too. contextsensitive tabs may appear on the Ribbon. the (Picture Tools) Format tab.
The anatomy of a tab
All tabs are different in terms of the commands they offer. but all are the same insofar as how they present commands. you will find groups
. that after I clicked a picture.
Figure 2-8: After you insert or select an item. You have to insert or select an item on-screen to make some tabs appear. I usually steer clear of these horrid computer terms. you probably can’t find it because the tab is context sensitive. appeared on-screen.
If you’re looking for a tab on the Ribbon but can’t find it. for example. Figure 2-8 shows. but I can’t help it this time because Microsoft calls some tabs “context sensitive. they appear on the Ribbon after you insert or click something in the file you are working on.” and I have to call them that. This tab offers commands for formatting pictures. On every tab. that is. some tabs appear only in context. an additional tab.

Is there any rhyme or reason to these button shapes and sizes? No. To open a gallery. or notebook. Square buttons and rectangular buttons. worksheet. you complete an action.
Galleries
Built into some tabs are galleries like the one shown in Figure 2-9. What matters is not a button’s shape or size but whether a downward-pointing arrow appears on its face: ✓ A button with an arrow: Click a button with an arrow and you get a drop-down list with options you can choose. the buttons on the Font group are for formatting text. presentation. Buttons with labels and buttons without labels. and Office. You can find out a button’s name by moving the pointer over it. Groups tell you what the buttons and galleries above their names are for. Group names appear below the buttons and galleries on tabs. by clicking the arrow on the bottom half of the button. ✓ A button without an arrow: Click a button without an arrow and you complete an action or open a dialog box.
Buttons
Go to any tab and you will find buttons of all shapes and sizes. Paragraph. A gallery presents you with visual options. there isn’t. You see a pop-up box with the button’s name in it. For example. For example. By clicking the symbol on the top half of the button. Examine group names to help find the command you need.Chapter 2: Getting Started with the Office Web Apps
and buttons. Styles. Click a gallery choice to apply it to your document. Font. buttons.
. Spelling. you open a drop-down list. Big and small buttons. Some tabs also offer galleries. the Home tab in Word Web App is organized into six groups: Clipboard. the button to its right. Groups. click its More button. The gallery in the figure pertains to SmartArt diagrams. ✓ A hybrid button with an arrow: Some buttons serve a dual purpose as a button and drop-down list. galleries — what’s up with that?
29
Groups
Commands on each tab are organized into groups.

removing the Ribbon. As Figure 2-10 demonstrates. the name of the program and the filename are removed. however.) ✓ Remove the Ribbon: Click the Minimize the Ribbon button. To enlarge the screen. go to the File tab and choose Close. This button is located on the right side of the Ribbon.
. Click the Maximize the Ribbon button (as it is now called) a second time to see the Ribbon again. larger window to work in.30
Part I: Getting Acquainted with the Office Web Apps
Click the More button to open the gallery in a drop-down list
Figure 2-9: Galleries present you with visual choices. To close your file. (After you click the PopOut button. as shown in Figure 2-10. do one or two things to capture extra space in the window for focusing on your work: ✓ “Pop out” the screen: In Word. You don’t have much room to work on-screen. You can. PowerPoint.
Getting More Room in Office Web App Screens
The Office Web Apps can seem kind of claustrophobic. the Close button and Pop-Out button disappear. Chapter 3 explains how to make more room in your browser window for the Office Web Apps. as shown in Figure 2-10. and OneNote Web App. you acquire much more room on-screen by popping the screen out. click the Pop-Out button to open a second. and removing extraneous menu bars and toolbars from the browser window. This button is located in the upper-right corner of the screen. You can click a tab name to redisplay a tab on the Ribbon. beside the Close button.

see Chapter 20. you are at the mercy of your browser. Internet Explorer. Microsoft is kind of coy about which browser to use with the Office Web Apps. Word. Microsoft says you can use any browser but recommends these three:
.Chapter 3
Making Your Browser Work Better with the Office Web Apps
In This Chapter
▶ Installing and updating Firefox. you can catch claustrophobia. For that reason. is a computer program that connects to and displays Web pages on the Internet. Unless your browser is configured properly. And unless you make room in your browser window for the Office Web Apps. (For a quick rundown of Office Web App browser issues. It also shows you a few tricks to make working in your browser with an Office Web App a little easier.)
T
Installing the Right Browser
A browser. PowerPoint. You can get crowded out by your browser and not have very much room to work. when you run Excel. or OneNote Web App. and Safari ▶ Allowing and blocking first. also called a Web browser. you can’t use the Office Web Apps.and third-party cookies ▶ Enabling JavaScript ▶ Getting more room on-screen for the Office Web Apps ▶ Bookmarking your folders and files
he fundamental difference between the Office Web Apps and the Office software is that you run an Office Web App through a browser window. This chapter explains how to configure your browser for the Office Web Apps.

Follow these instructions to find out which browser version is installed: ✓ Firefox: Choose Help➪About Mozilla Firefox. If you can’t open the Help menu because the menu bar isn’t displayed. A message window tells you which version of the software you have.0 or later ✓ Chrome 5. Safari. and update your browser software. Internet Explorer. Safari. A message box tells you which version of the software you have. press the Alt key to display the menu bar (and choose View➪Show Menu Bar to permanently display it). Internet Explorer.34
Part I: Getting Acquainted with the Office Web Apps
✓ Firefox version 3.0 or later ✓ Internet Explorer version 7. then choose View➪Toolbars➪Menu Bar. The pages that follow explain how to find out which version of Firefox.0 or later ✓ Safari version 4.
. Figure 3-1 shows three of the four browsers in action. (If you can’t open the View menu because the menu bar isn’t displayed. Later in this chapter. Safari. or Chrome you have. Internet Explorer. install the browsers. Safari. right-click the Navigation toolbar and choose Menu Bar. If the menu bar isn’t displayed. If you don’t see the menu bar and you can’t choose Help. press the Alt key.0 or later I take this recommendation to mean you should use Firefox. “Updating Firefox. press and release the Alt key to momentarily display the menu bar.) ✓ Internet Explorer: Choose Help➪About Internet Explorer. or Chrome to run the Office Web Apps.) ✓ Safari: Choose Help➪About Safari. or Chrome is already installed on your computer. and Chrome” explains how to install the latest version of these Web browsers if your version is outdated. Internet Explorer. (If you can’t do that because the Navigation toolbar isn’t displayed. A message box lists which version of the software you have. ✓ Chrome: Click the Tools button (in the upper-right corner of the screen) and choose About Google Chrome on the drop-down list.
Finding out which browser version you have
Maybe you don’t need to install browser software because the right version of Firefox. The About Google Chrome dialog box appears. It tells you which version of Chrome you have and whether your version of it is up-to-date. choose View➪Toolbars➪Menu Bar.

apple. and because both are made by the same party. Internet Explorer. which don’t have built-in spell checkers. It works faster. Go to these Web sites to download and install one of the three browsers that Microsoft recommends using with the Office Web Apps: ✓ Firefox: www. Firefox is far and away the best browser. Internet Explorer. Safari.com ✓ Internet Explorer: www. even for running the Office Web Apps. But you owe it to yourself to download and get to know Firefox. the four browsers that belong to the exclusive club of browsers that work with the Office Web Apps. What’s more.
Downloading and installing Firefox. and Chrome
Firefox.
Updating Firefox. You can download these browsers for free.google. Safari. More people use Internet Explorer than Firefox because Internet Explorer is installed automatically on every Windows computer. Safari. Although Apple makes a version of Safari for Windows. and Chrome doesn’t cost a farthing.com/chrome The Safari browser was designed originally for use on Macintosh computers. all
. Internet Explorer. Firefox comes with a spell checker that is especially useful with Excel Web App and PowerPoint Web App.microsoft.mozilla. and it’s easier to get the hang of. Internet Explorer. and Chrome
Using Firefox.com/windows/internet-explorer ✓ Safari: www.36
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Why Firefox is the best browser
Microsoft makes Internet Explorer and the Office Web Apps. like Windows. Safari. you might conclude that Internet Explorer is the best browser for running the Office Web Apps. it isn’t as susceptible to viruses and malware. it is unwieldy and hard to operate on a Windows computer. Internet Explorer is already installed on your computer (Internet Explorer. If your computer runs the Windows operating system. and Chrome.com/safari/download ✓ Chrome: www. in my experience. is a Microsoft product). It really is a superior browser. But you’d be wrong if you came to that conclusion.

Updating Internet Explorer
Internet Explorer is part of the Windows operating system. ✓ Choosing update options: Choose Tools➪Options and go to the Advanced category in the Options dialog box. you see the Software Update dialog box. For that reason. If an update is available. you see a dialog box with a button you can click to upgrade to the latest version of Firefox. These options are described forthwith. Here is the skinny on updating the Firefox browser: ✓ Checking for updates: Choose Help➪Check for Updates.Chapter 3: Making Your Browser Work Better with the Office Web Apps
offer update options and options for deciding when and how to update. From there. Firefox checks for updates automatically.
Figure 3-2: Choosing how to handle updates in Firefox (left) and Internet Explorer (right). as shown in Figure 3-2. the only way to update Internet Explorer is to update the Windows operating
. You find options for updating automatically and telling Firefox how to manage updates. and you can click OK in this dialog box to upgrade Firefox.
37
Updating Firefox
Unless you changed the default settings. visit the Update tab. When an update is available.

you see the Update button in the About Google Chrome dialog box. Change update settings and click OK. you see a screen like the one in Figure 3-3. If you don’t see the Command bar in Internet Explorer. at the same time. update Internet Explorer: ✓ Checking for updates: Choose Tools➪Windows Update. Follow these instructions to update Windows and. If an update to Internet Explorer is available. select it and click the Install button. choose View➪Toolbars➪ Command Bar (or right-click a toolbar and choose Command Bar). click the Tools button (in the upper-right corner of the screen) and choose About Google Chrome on the drop-down list.” it tells you.
Considering the Cookie Question
To run the Office Web Apps. click the Change Settings link. open the Apple menu and choose Software Updates on the drop-down list. select it in the window and click OK.
Figure 3-3: To run the Office Web Apps. cookies must be allowed on your computer.
Updating Safari
To check for updates of Safari. and in the Windows Update window. If Safari is on the list.38
Part I: Getting Acquainted with the Office Web Apps
system on your computer. “Cookies must be allowed. ✓ Choosing update options: Choose Tools➪Windows Update.
Updating Chrome
To check for Chrome updates. The Windows Update window opens. You see a list of available updates. The Choose How Windows Can Install Updates window opens (refer to Figure 3-2).
. your browser must accept cookies. If you attempt to open a folder where you store Office files and your browser blocks cookies. Click this button to update your copy of Chrome. If an update is available.

When you returned to the Web site. The cookie recorded your login name. who use the information to track visitors and examine what visitors do at Web sites and how long they do it. darker. As well as helping returning visitors to Web sites. the one that Web sites you visit place on your computer. If you’ve ever had the experience of going to a Web site and seeing your name already entered in a login screen. the cookie entered your login name for you so that you wouldn’t have to enter it yourself.
39
What is a cookie?
When you visit most Web sites. is called a first-party cookie. Internet Explorer (choose Tools➪InPrivate Browsing). A cookie that an ad network places on a computer is called a third-party cookie. Cookies work like this: The second time you come to a Web site.com. the cookie was designed for the convenience of Web site visitors.Chapter 3: Making Your Browser Work Better with the Office Web Apps
What to do? These pages explain what a cookie is and how you can block nefarious third-party cookies but still allow innocent first-party cookies on your computer. they attempt to place a cookie on your computer. innocent cookie. Cookies transmit information about visitors to Web site developers. A cookie is a small encoded text file that marks you as a visitor to a Web site and stores information about you. and Valueclick. the Web site reads the cookie it deposited earlier on your computer. In the interest of protecting our privacy. Browsing in private means visiting Web sites on the Internet without your browser’s recording which pages you visit
.com. you know what a cookie is. FastClick. Safari (choose Edit➪Private Browsing). browsers give you the opportunity to block third-party cookies but allow first-party cookies. more sinister use from that described in the previous section. Shopnow. Firefox (choose Tools➪Start Private Browsing). cookies are a means of monitoring traffic on a Web site. Some Web sites contract with ad networks that deposit cookies on visitors’ computers. In the beginning. The cookies that ad networks place on computers track visitors’ behavior across many Web sites on the Internet with the goal of targeting advertisements at people. and the Web site accordingly does something to make your second visit easier than your first. This list of ad network names will give you an idea what ad networks do: DoubleClick. and Chrome (click the Tools button and choose New Incognito Window) give you the opportunity to browse in private.
Problems with third-party cookies
Cookies also have another. The other.

and Safari. Click OK. Read on to discover how to change the cookie settings in Firefox. cookies can’t harm a computer. not executable. and for that reason. Cookie code is text-based.
Handling cookies in Firefox
Follow these steps to tell the Firefox browser how to handle cookies: 1. But many people believe that third-party cookies are a violation of privacy and should be blocked. Internet Explorer. 5. Open the Firefox Will drop-down list and choose Use Custom Settings For History. To use the Office Web Apps. and Chrome
By themselves.40
Part I: Getting Acquainted with the Office Web Apps
or accepting cookies from Web sites. • Block third-party cookies: Deselect the Accept Third-Party Cookies check box. Figure 3-4 shows the Privacy tab. Safari. 4. your browser must allow cookies — or at least first-party cookies. Choose Tools➪Options. Internet Explorer. Tell Firefox your preferences for managing cookies: • Allow all cookies: Select the Accept Cookies from Sites and Accept Third Party Cookies check boxes.
Handling cookies in Firefox. 3. Choose cookie settings. which means that a cookie can’t act like a virus or malware program to hijack your computer or destroy data. Go to the Privacy tab. 2. The Options dialog box opens. you can’t use the Office Web Apps in private browsing mode. Cookies are blocked when you browse in private. the four browsers that Microsoft recommends using with the Office Web Apps.
Handling cookies in Internet Explorer
Follow these steps in Internet Explorer to state your cookies preferences:
.

Go to the Privacy tab.
Handling cookies in Safari
Follow these steps in Safari to tell the browser how to handle cookies: 1. Internet Explorer (middle). The Internet Options dialog box appears. and Safari (right). Choose how you want to handle cookies: • Allow all cookies: Drag the slider all the way to the bottom. • Block third-party cookies: Drag the slider to the Low setting.
. The General dialog box opens. to the Accept All Cookies setting.
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Figure 3-4: Changing cookie settings in Firefox (left). Figure 3-4 shows the Privacy tab. Click OK. Choose Tools➪Internet Options. Choose Safari➪Preferences (or choose Edit➪Preferences on a Windows machine).
3.Chapter 3: Making Your Browser Work Better with the Office Web Apps
1. 2. Drag the Settings slider to change cookie settings. 4.

Go to the Security tab. The Google Chrome Options dialog box appears. It tells you in no uncertain terms that JavaScript must be enabled in your browser to run the Office Web Apps. In the Content Settings dialog box. Under Accept Cookies. Click Close in the Content Settings dialog box and Close in the Google Chrome Options dialog box. Go to the Under the Hood tab. • Block third-party cookies: Select the Only from Sites I Visit option button. Figure 3-4 shows the Security tab. Tell Safari your cookies preferences: • Allow all cookies: Select the Always option button.
. tell Chrome how to handle cookies: • Allow all cookies: Don’t select any check boxes. select an option button. 2. Click the Tools button and choose Options on the drop-down list. • Block third-party cookies: Select the Block All Third-Party Cookies Without Exception check box.
Handling cookies in Chrome
Follow these steps in Chrome to tell the browser how to handle cookies: 1. Chances are JavaScript is enabled on your computer and you never have to think about JavaScript when you run the Office Web Apps. The Safari browser doesn’t believe in clicking the OK button in dialog boxes. 3. but if you try to run them and JavaScript is disabled.
Getting Right with JavaScript
The Office Web Apps run by the good graces of a computer language called JavaScript. 3.42
Part I: Getting Acquainted with the Office Web Apps
2. 4. you see the window shown in Figure 3-5. Click the Content Settings button. You’re done.

and the status bar from crowding
. ✓ Chrome: Click the Tools button. click OK twice.Chapter 3: Making Your Browser Work Better with the Office Web Apps
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Figure 3-5: Whoops! Somebody disabled JavaScript. Then click the Custom Level button to open the Security Settings – Internet Zone dialog box. Safari. Finally. menu bars. select the Enable JavaScript check box. command bars. ✓ Safari: Choose Safari➪Preferences (or Edit➪Preferences on a Windows machine). and go to the Security tab in the Internet Options dialog box.
Follow these instructions in Firefox.
Getting More Room to Work In
Not to mention any names. go to the JavaScript tab and select the Allow All Sites to Run JavaScript option button. ✓ Internet Explorer: Choose Tools➪Internet Options. select the Enable option button. In the Scripting section. The General tab of the Options dialog box opens. The General dialog box opens. Then click the Content Settings button. and Chrome to enable JavaScript: ✓ Firefox: Choose Tools➪Options. Internet Explorer. choose Options on the drop-down list. and go to the Under the Hood tab in the Google Chrome Options dialog box. but some browsers are better than others at keeping toolbars. Go to the Security tab and select the Enable JavaScript check box. under Active Scripting. and click OK. and in the Content Settings dialog box. Go to the Content tab.

Notice how much extra room you get when you strip all the clutter away.44
Part I: Getting Acquainted with the Office Web Apps
the screen. you need to clear this stuff aside when you work in an Office Web App.
Figure 3-6: Firefox weighed down with toolbars (top) and stripped bare (bottom). To prevent claustrophobia.
. You need the extra room so that you can work in your Office Web App without bruising your elbows. Figure 3-6 shows the Firefox browser with and without all its cumbersome toolbars and other accoutrements.

command bars and the status bar: ✓ View menu: Open the View menu and choose options there.
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Bookmarking Files and Folders
In Internet terminology. These pages explain how to bookmark files and folders and how to select a bookmark to get to a file or folder in a hurry. you can simply choose a bookmark. Chrome prides itself on having a sleek. Open a folder or file and follow these instructions to bookmark it: ✓ Firefox: Choose Bookmarks➪Bookmark This Page (or press Ctrl+D). albeit a slightly different type of address from the ones you’re used to seeing. You can save the file or folder as a bookmark and go straight to it as well. You see the Page Bookmarked dialog box. to bookmark means to save a Web address so that you can return to it later.
Bookmarking a folder or file
Each folder and Office Web App file in SkyDrive and SharePoint has a Web address. Internet Explorer. ✓ Right-click a menu bar or toolbar: Right-clicking opens a drop-down list with hide and display commands. press F11 a second time. All you can do in Chrome to get more room on-screen is hide the Bookmarks bar by pressing Ctrl+B. uncrowded browser window.Chapter 3: Making Your Browser Work Better with the Office Web Apps
In Firefox. Pressing F11 is a great way to get a good look at an Office Web App. When you want to see the toolbars and whatnots again. you need only choose its name on the Bookmarks or Favorites menu to revisit it. Internet Explorer. Enter a name for the folder or file. choose a folder to store it in (if you want). Press F11 (or choose View➪Full Screen) in Firefox. After you have bookmarked a Web page. use these basic techniques to hide and display toolbars. and click Done. One way to get around the problem of navigating to folders and files is to bookmark folders and files.
. as shown in Figure 3-7. or Chrome to strip away all but the Web page you’re viewing. You can enter that address in an address bar on your browser to go straight to a folder or file on SkyDrive or SharePoint. and Safari. Browsers offer special bookmarking commands for saving Web addresses. Rather than click here and there to get to a folder or file.

On the Folder dropdown list.
Figure 3-7: Bookmarking a folder or file in Firefox (top).
. and Safari (bottom). visiting it is simply a matter of clicking once or twice. The Bookmark dialog box appears. enter a name for the bookmark and click the Add button. ✓ Chrome: Click the Bookmark button (the star next to the Reload This Page button). Everything should be this easy. as shown in Figure 3-7. In the dialog box that appears. choose a folder for storing the bookmark. Internet Explorer (middle).46
Part I: Getting Acquainted with the Office Web Apps
✓ Internet Explorer: Choose Favorites➪Add to Favorites.
Going to a folder or file you bookmarked
After you bookmark a folder or file in SkyDrive or SharePoint. ✓ Safari: Choose Bookmarks➪Add Bookmark (or press Ctrl+D). You see the Add Favorite dialog box. Then enter a bookmark name and click Done. then click the OK button. if necessary. to create a new folder). as shown in Figure 3-7. Select a folder for the Web page (click the New Folder button.

✓ Safari: Choose Bookmarks➪Bookmarks Bar and choose a bookmark on the submenu. Internet Explorer. ✓ Chrome: Click the bookmark’s name on the Bookmarks bar. ✓ Firefox: Open the Bookmarks menu and choose a bookmark. click the Tools button and choose Always Show Bookmarks Bar on the drop-down list.Chapter 3: Making Your Browser Work Better with the Office Web Apps
Following are instructions for going to a bookmarked page in Firefox. and Safari. ✓ Internet Explorer: Open the Favorites menu and choose a bookmark. (If the Bookmarks bar isn’t displayed.)
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.

48
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.

. click the Reading View button to see what your file looks like on the printed page or the big screen. click the Editing View button to see the Ribbon. Sometimes it’s necessary to switch to Reading View to see pictures and clip art images in files. the Home tab in all four Office Web Apps offers commands for changing the appearance of text. and OneNote Web App. PowerPoint Web App. This chapter explains a handful of tasks that are done the same way in all or most of the Office Web Apps. moving. and OneNote Web App. numbered.Chapter 4
Doing Common Tasks
In This Chapter
▶ Getting a better view of your work ▶ Selecting. Master the tasks described in this chapter and you are well on your way to being an Office Web App wizard. and nested lists ▶ Running the spell-checker ▶ Creating and editing hyperlinks ▶ Printing your work
pend a few moments with the Office Web Apps and you soon see that they have many features and commands in common. and copying text ▶ Handling and manipulating text and text appearance ▶ Realigning text ▶ Creating bulleted. For example. and you can change views by visiting the View tab. This tab is found in Word. For example.
S
Changing Views
How’s the view from here? Chances are it could be better. Go to the View tab when you want to get a better look at your work or see it from a different point of view. I am happy to report that many commands work the same way in Word Web App. Excel Web App. PowerPoint.

The Undo command “remembers” your previous editorial or formatting change. After you switch to Reading view.
. And if you regret clicking the Undo button? Click the Redo button. I wish real life were like that. because being able to zoom in and out prevents eyestrain.
On the subject of views. This command allows you to reverse an action you regret doing. you have to click the Edit in Browser button to return to the view you started in.
Undoing and redoing
If I were to choose a command for the Hall of Fame. That’s a shame. The Redo button is located next to the Undo button on the Quick Access toolbar. Choose View➪Zoom or press Ctrl+plus sign (to zoom in) or Ctrl+minus sign (to zoom out). It redoes what you just undid (or something like that).50
Part I: Getting Acquainted with the Office Web Apps
Figure 4-1 shows a Word document in Editing view (top) and Reading view (bottom). it would be the Undo command. you can undo your previous action by clicking the Undo button on the Quick Access toolbar. Still. the Office Web Apps don’t offer the Zoom commands found in their Office 2010 counterparts.
Figure 4-1: Change views by going to the View tab. As long as you catch your error in time. you can zoom in and out by using the Zoom commands in your browser.

and symbols in a particular typeface. On the Home tab. Click the Copy button or press Ctrl+C. including all italicized and boldfaced variations of the letters. ✓ Copying text: Copy text to copy it from one place to another. the Office Web Apps offer buttons for moving and copying text or data. use shortcut keys to copy and move text and data. copy it. and symbols. delete it — you have to select it. Click where you want to paste the text and click the Paste button or press Ctrl+V. the size of the letters. and you can press shortcut keys as well: ✓ Cutting text: Cut text to move it from one place to another. Text you copy lands on the Clipboard. numbers. and whether font styles such as italics or boldface have been applied to the text. Font styles include boldface. Text you cut is placed on the Clipboard (a temporary storage area) so that you can paste it elsewhere. Here are speed techniques for selecting text: To Select A word or number A few words or numbers A block of text All text Do This Double-click the word or number. boldface it. the color of the letters. and Pasting Text
In the course of human events. but a Dear John letter calls for something more subdued. italics. and click the end of the text. A party invitation requires large. hold down the Shift key. Press Ctrl+A. ✓ Pasting text: Paste text after you cut or copy it to the Clipboard and you’re ready to move or copy it elsewhere. Click the Cut button or press Ctrl+X. Some browsers don’t allow you to use the Clipboard by clicking buttons. it often becomes necessary to move or copy text from place to place. numbers.Chapter 4: Doing Common Tasks
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Selecting Text
Before you can do anything to text — move it. and underline. Copying. Drag over the words or numbers. By convention. And what text looks like sets the tone for your file. bold.
Cutting. If you click the Cut or Copy button and your browser shows you a “Cannot Access Clipboard” message. colorful letters. A font is a collection of letters.
Changing the Appearance of Text
What text looks like is determined by its font. Click the start of the text.
.

Select the words or letters that need a new font. 3. (In OneNote Web App. “Selecting Text” describes all the ways to select text.) The following pages look at the various and sundry ways to change the font. To change the appearance of text. Earlier in this chapter. go to the Home tab. as shown in Figure 4-2. select the text. as well as how to assign font styles to text. Choose a font. and color of text.52
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headings are boldfaced. font size.
Choosing fonts for text
If you aren’t happy with a font choice. Italics are used for emphasis and to mark foreign words in text. 2. open the Font drop-down list.
. On the Home tab. and choose commands in the Font group.
Font group
Figure 4-2: Change the appearance of text with commands in the Font group on the Ribbon. follow these steps to change fonts: 1. choose commands in the Basic Text group.

In this chemical formula. but use underlining sparingly. “Selecting Text” explains various ways to select text. a technical presentation calls for a font that is clean and unobtrusive. the 2 is lowered to show that two atoms of hydrogen are needed along with one atom of oxygen to form a molecule of water: H2O. ✓ Strikethrough: By convention. Italic. Strikethrough. because a file with too many fonts looks like alphabet soup. open the Font Size drop-down list and choose a point size. in ordinal numbers (1st. In the theory of relativity.
. Double Underline. The object is to choose a font that helps set the tone. Make sure that the fonts you select help to communicate your message. ✓ Italic: Italics are used for emphasis. when introducing a new term. and magnifico! You can also italicize slide titles to make titles a little more elegant.
53
Changing the font size of text
Font size is measured in points. 2nd. and to mark footnotes. ✓ Subscript: A subscripted letter is lowered in the text. and on the Home tab. The larger the point size. the larger the letters. ✓ Superscript: A superscripted letter or number is one that is raised in the text. 3rd).Chapter 4: Doing Common Tasks
Avoid using too many different fonts in a file. Superscript is used in mathematical and scientific formulas. click the Bold. a point is 1⁄72 of an inch. Earlier in this chapter. but here they are in case you get the opportunity to click them: ✓ Bold: Boldface text calls attention to itself. Subscript. and to mark foreign words such asvoilà.
Applying font styles to text
Select text. On the Home tab. Underline. ✓ Underline: Underline text to call attention to it. Not all the Office Web Apps offer these buttons. 2. strikethrough is used to show where passages are struck from a contract or other important document. An aggressive sales pitch calls for a strong. Select the words or letters that need resizing. bold font. gung hay fat choy. the 2 is superscripted: E = mc2. ✓ Double Underline: Double-underline text to really call attention to it. or Superscript button to apply a font style to text. Follow these steps to change the font size of text: 1.

Figure 4-3: Left-aligned. and right-aligned text. one that changes the letters’ color and one that highlights text.
Changing the color of text
The Home tab offers two buttons for changing the color of text.
Aligning Text
As shown in Figure 4-3. to remove boldface from text. centered. select it and click the Bold button. or notebook page is governed by how it is aligned. select the text and click the font style button a second time. centered. click the Paragraph Alignment button and choose an option on the drop-down list):
. where text appears in a text frame.
Click in the text you want to realign and then click one of these buttons on the Home tab to realign text (in OneNote.54
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To remove a font style. choose No Color on the list. slide. Select the text and use these techniques to splash color on text: ✓ Changing text color: Click the Font Color button and choose a color on the drop-down list. ✓ Highlighting text: Click the Text Highlight Color button and choose a color on the drop-down list. To remove highlighting. page. and rightaligned text. The slide in Figure 4-3 includes left-aligned. Use the Align buttons on the Home tab to realign text. For example.

✓ Center: Centers text.
. as shown in Figure 4-4. Click the Align Left button or press Ctrl+L. also called a sublist. paragraphs and list items are left-aligned. A bulleted list is an unranked list with each item marked with a solid. ✓ Align Right: Lines up text along the right side of a box or frame (or area). and the Office Web Apps give you the opportunity to create three types of list: bulleted. and nested. numbered (middle). leaving an equal amount of space on both slides.Chapter 4: Doing Common Tasks
✓ Align Left: Lines up text along the left side of the slide. page. note. Titles are often centered. Right-aligned text is uncommon but can be used artfully in titles. hollow. or square bullet. Lists. is a list inside another list. or spreadsheet cell. Middle Align. Typically. Click the Align Right button or press Ctrl+R.
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Lists. numbered. and Bottom Align — for aligning data vertically as well as horizontally in cells. Numbered lists show rank or step-by-step procedures. and nested (right). A nested list. Click the Center button or press Ctrl+E. Excel Web App offers buttons — Top Align.
Figure 4-4: Three types of list: bulleted (left). and More Lists
Everybody is fond of lists.

drag over the list to select it. pressing Enter as you complete each item. ✓ Numbered list: Click the Numbering button and enter items for the list. The moral: Proofread your files carefully and don’t rely on the spellchecker to catch all your smelling errors. but because diddle is a legitimate word in the spelling dictionary. and OneNote Web App offer the Bullets and Numbering buttons on the Home tab to create bulleted and numbered lists. Creating a nested list is a matter of indenting the subordinate parts of the list. if you write “Nero diddled while Rome burned. If the Office Web App applies bullets or numbers to the list and that isn’t what you want. To choose a different numbering scheme. open the drop-down list on the Numbering button and choose a numbering option. if you already entered items for the list. Word Wep App and OneNote Web App provide a spell-checker.56
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Word Web App.” the spell checker doesn’t catch the error. select the part of the list that belongs in a sublist. Follow these instructions to create lists: ✓ Bulleted list: Click the Bullets button and write the list. It doesn’t really locate misspelled words — it locates words that aren’t in its dictionary. You can open the drop-down list on the Bullets button and choose a different style of bullet.
. or. go to the Home tab. The only way to spell-check words in Word Web App and OneNote Web App is to check them one at a time. You can also select an unnumbered list and click the Numbering button to enter numbers all at one time.
Spell-Checking Your Work
For those of us who can’t spell. you can mark text as foreign-language text and spell-check it. click the Bullets or Numbering button while the sublist is still selected. Here’s a little trick: To convert a numbered to a bulleted list (or vice versa). Nero fiddled while Rome burned. and then click the Bullets or Numbering button. For example. PowerPoint Web App. You can open the drop-down list on the Bullets or Numbering button and choose an option to help set the sublist apart from the rest of the list. select the list and click the Bullets or Numbering button. ✓ Nested list: Create a numbered or bulleted list. Click the Decrease List Level button if you want to return a sublist to the parent list. As you press enter. If you’re the cosmopolitan sort who writes in more than one language. but not a very good one. select the list and click the Bullets button. the spell-checker overlooks the error. Don’t trust the smell-checker to be accurate all the time. as shown in Figure 4-5. To remove bullets or numbers from a list. and click the Increase Indent button. the list is numbered.

3. You see the Language dialog box.Chapter 4: Doing Common Tasks
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Figure 4-5: Correcting a misspelling in Word Web App. or click in the word and correct the misspelling yourself. as shown in Figure 4-5. Open the drop-down list on the Spelling button and choose Set Proofing Language. Select the text. To correct these errors. Select a language and click OK. Next time you click the Spelling button to run a spell-check. go to the Home tab and click the Spelling button.
Spell-checking foreign-language text
Follow these steps to mark text as foreign-language text and be able to spellcheck it: 1. the Office Web App will check the text you selected in Step 1 against a dictionary of the language you chose in Step 3. 2.
. right-click a redlined word and choose an alternative spelling on the drop-down list. To search for misspellings.
Spell-checking one word at a time
Spelling errors are underlined in red in Word documents and OneNote notebooks.

right-click the address. you know what a hyperlink is. Later. click in the redlined word and edit it. If Firefox isn’t detecting misspelled words.
All about Hyperlinks
A hyperlink is an electronic shortcut from one place to another. To fix a misspelling. choose Tools➪Options. the text you select will appear in blue to indicate that it is a hyperlink. This ability to check for misspellings is yet another reason to choose Firefox over other browsers. and choose Copy on the shortcut menu to copy the address to the Clipboard. After you create the hyperlink. If you run Firefox. It’s easy to make a mistake when typing an unwieldy Web address in dialog box. In the Office Web Apps. and go to the General tab.
Creating a hyperlink
To create a hyperlink in an Office Web App. but you can get around this problem by going to the Web page you want to link to and copying its address. Words that Firefox thinks are misspelled are underlined in red. Clicking hyperlinks on the Internet takes you to different Web pages or different places on the same Web page. you can hyperlink a word such that clicking the word takes viewers to a Web page. Select the text that will form the hyperlink (in Excel Web App. If you’ve spent any time on the Internet. Anyone who moves the pointer over the
. visit the Advanced area in the Options dialog box. These pages explain how to create and edit hyperlinks. you can paste the address into the Link dialog box. Click in the Address bar to select the Web address. Then select the Check My Spelling As I Type check box. click a worksheet cell).58
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Spell-checking in Firefox
Firefox is unique among browsers in that it comes with a spell-checking mechanism. you must know the Web address of the Web page you want to link to and type this address in a dialog box. Writing more than one line of text in the Firefox browser activates the browser’s spell-checker. Follow these steps to hyperlink a word or phrase to a Web page on the Internet: 1. you can spell-check in Excel Web App and PowerPoint Web App as well as Word Web App and OneNote Web App.

In the Address text box. Ctrl+click it or right-click it and choose Open Link on the shortcut menu. doing so changes the text in your file.
3. In Excel Web App. right-clicking in the Address text box. To test a hyperlink. enter the address of the Web page you want to link to. as shown in Figure 4-6. 2.
Pop-up hyperlink description Hyperlink Web address Hyperlink
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Figure 4-6: Enter the target of the hyperlink in the Link dialog box. The Display Text box lists the word or phrase you selected in Step 1. and choosing Paste on the shortcut menu that appears (or pressing Ctrl+V). Don’t alter the text in this text box. this button is called Hyperlink. You can type the address or paste it into the Address text box by copying the address.
. You see the Link dialog box.Chapter 4: Doing Common Tasks
hyperlink will see the pointer change to a hand and know that clicking the text activates a hyperlink. I would test the hyperlink if I were you to make sure it takes viewers to the right Web page. click the Link button (or press Ctrl+K). On the Insert tab. Click the Insert button. 4.

and OneNote notebooks to proofread them or distribute them to colleagues. PowerPoint presentations. Click the OK button. selecting. opening. 4. and copying the link. and other print settings. The Print dialog box appears. the paperless office is not yet upon us. You see the Link dialog box (refer to Figure 4-6). how many copies to print. 2. Go to the File tab. You often have to print Word documents. Choose what to print.
. Enter the correct Web address of the hyperlink in the Address text box and click OK. 3. Follow these steps to print your work: 1.60
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Editing hyperlinks
Right+clicking a hyperlink opens a drop-down list with commands for editing.
Printing Your Work
Predictions to the contrary. Choose Print (or press Ctrl+P if you don’t see the Print command). Hark! I hear the sound of paper being squeezed through the printer as your file is printed. right-click it and choose Edit Link on the shortcut menu. Excel worksheets. To correct a hyperlink that goes to the wrong destination.

You also hear a word or two about copyright issues. the difference between bitmap and vector graphics. What is certain is that a carefully chosen picture or clip-art image helps others understand you better. graphics. It also looks into graphic file formats. other issues pertaining to graphics. PowerPoint.
All about Picture File Formats
Graphics and photographs come in many different file formats. and OneNote notebooks.
. PowerPoint presentations. and clip-art images — part of your Word documents. and some are better than others. is worth a thousand words. The image reinforces the ideas or information that you’re trying to put across. Whether it’s worth a thousand words or merely 950 is debatable. and OneNote Web App to make pictures — photographs. This chapter explains how you can use Word.Chapter 5
Handling Ar twork and Diagrams
In This Chapter
▶ Understanding graphic file formats ▶ Inserting pictures in files ▶ Putting clip-art images in Word and OneNote pages ▶ Resizing graphics ▶ Creating diagrams in PowerPoint Web App
A
picture. so they say. These pages explain what you need to know about graphic files to use them wisely. and how to place a SmartArt diagram in a PowerPoint presentation. and what resolution is. depending on your purposes.

Chapter 5: Handling Artwork and Diagrams
Extension EPS PCT WMF WPG File Type Encapsulated PostScript Macintosh PICT Windows Metafile WordPerfect Graphics
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Resolution
Resolution refers to how many pixels comprise a bitmap image. Vector images are easy to come by. Images with more dots — or pixels — per inch are clearer and display more fineness of detail. sometimes called pixels per inch (ppi). Figure 5-1 illustrates the difference between a high-resolution and low-resolution photograph.
Choosing file formats for graphics
One of the challenges of using graphics and photographs is finding a balance between high-quality. high-resolution graphics and the need to keep file sizes to a minimum.
Figure 5-1: A highresolution photo (left) and the same photo at low resolution (right). and OneNote Web App. Resolution is measured in dots per inch (dpi). Here are some tips for choosing graphic file formats: ✓ Consider sticking with vector graphics if you’re including graphics in your file strictly for decoration purposes. and can be resized successfully in Word. PowerPoint. the clearer the image. The higher the resolution.
. don’t require very much disk space. High-resolution images look better but require more disk space than lowresolution images.

Unless you have the owner’s permission. use GIF files. you can’t legally use a graphic. and OneNote Web App offer the Picture command for inserting pictures from your computer or network. Contact the owner of the Web site with the image you want. Sometimes it’s hard to tell who owns a graphic. you can insert it on a page. or the museum if the work is owned by a museum. The copyright law regarding graphics is quite straightforward. slide. or note:
. and distribute it. Follow these steps to insert a picture on a page. you can’t go wrong with JPEGs. make JPEG your first choice. Word Web App. all you have to do is right-click it and choose Save Picture As. they are the de facto photograph standard on the Internet.64
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The all-important copyright issue
To save any image on the Internet to your computer. you can scour the Internet for any image you need. By starting from Google Image Search (www. or Note
After you’ve weighed the merits of different kinds of pictures and decided which one is best for your presentation. obtaining images and using them legally are two different matters. PowerPoint Web App. JPEG images have a fairly high resolution. If the file you’re working on is meant to be displayed on the Internet. You can quote others’ words as long as you cite the author and work and you don’t quote passages longer than 250 to a thousand words (the “fair use” provision is vague on this point). ✓ If you’re dealing with black-and-white photos or resolution doesn’t matter. slide. The only way to get permission to use a graphic is to ask.
✓ For photographs.com). You will be asked to write a letter describing precisely how you intend to use the image. Your letter should also say how long you intend to use it and at what size you intend to reproduce it. These files eat up the least amount of disk space. The artist or photographer (or his or her estate) doesn’t necessarily own the copyright because artists sometimes relinquish their copyrights when they create works for hire. Never before has it been easier to obtain images for your own use. or note. Slide. Would it surprise you to know that the vast majority of graphics can’t be used without the owner’s permission? The copyright laws have a “fair use” provision for borrowing written words.
Inserting a Picture on a Page. reproduce it. google. Still.images. the publisher if the image is in a book.

In Windows Vista. click the Picture button. The Properties dialog box opens. 4. Here are a couple of tricks for discovering more about a picture you want to insert: • Move the pointer over a picture in the File Upload dialog box to get information about its file type. In Windows 7. and size. On the Insert tab. Locate the picture file you want. resolution. In PowerPoint Web App. as shown in Figure 5-2.
. and click the Open button. • Right-click the picture and choose Properties on the shortcut menu that appears. you can also open this dialog box by clicking the Picture icon in a slide’s content placeholder frame. click the Change Your View icon near the right side of the toolbar. As shown on the left side of Figure 5-2. Click where you want the picture to go.
3. 2. dimensions. you can open the drop-down list on the Views button and choose an option to get a better look at the files and filenames. Click the Browse button in the Insert Picture dialog box.
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Figure 5-2: Click the Picture button to insert a picture on your computer. and other useful information.Chapter 5: Handling Artwork and Diagrams
1. select it. On the Details tab. You see the File Upload dialog box. you find the file’s dimensions. you see the Insert Picture dialog box.

Use them to help illustrate an idea or simply to add a little liveliness to the page. You can choose from so many images that finding the right one is a chore. and advertisements. In my experience. Go to the (Picture Tools) Format tab to see how you can change the size of your picture. click to select it and then press the Delete key.
What is clip art?
In the old days. “Changing the Size of a Graphic” describes how to resize your picture. Later in this chapter. Today’s clip art is the digital equivalent of the clip art in those old books. To delete a picture. In the Insert Picture dialog box. long before the invention of computers. images from these books and paste them into posters. the hardest task where clip art is concerned is finding the right image. click the Insert button.66
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5. Microsoft offers literally thousands of clip-art images.
Decorating Files with Clip-Art Images
Word Web App and OneNote Web App give you the opportunity to use clipart images in your work. people would buy clip-art books. and paste into a Word document or OneNote page.
Figure 5-3: Examples of clip-art images. letters. you can go online to a Microsoft Web site. Use images like these to decorate your Word documents and OneNote pages. Using Word Web App or OneNote Web App. Read on to find out what clip art is and how to place clip-art images in Word documents and OneNote pages with Word Web App an OneNote Web App. Figure 5-3 shows examples of some clip-art images that come from Microsoft. They would literally cut. it’s in the public domain.
. and you can use it as you wish. or clip. find a clip-art image you like. Clip art you get from Microsoft isn’t encumbered by licensing restrictions.

as shown in Figure 5-4. Click where you want the image to go. In the Search text box. Scroll to find one that excites you. select it and click the Delete button. its resolution (its dpi setting. Depending on the search term you enter. Click the Insert button. Select a clip-art image. You see the Insert Clip Art dialog box. 4. earlier in this chapter. see the “Resolution” section. The Page Info dialog box opens and you can see the clip art’s file type and other information. then press Enter or click the Search button (it’s on the right side of the text box). click the Clip Art button.
. To delete a clip-art image. you see few or many clip-art images.
3. To discover more about an image. for more details). Images may include photographs as well as clip art. and its size in kilobytes. The clip-art image lands in your Word document or OneNote page. The right slide of the dialog box tells you the image’s size in pixels. On the Insert tab. right-click it and choose View Image Info on the shortcut menu that appears. enter a keyword that describes the clip art image you need. 5.Chapter 5: Handling Artwork and Diagrams
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Finding and inserting a clip-art image
Follow these steps to insert a clip-art image on a Word document page or OneNote page: 1. 2.
Enter a search term Select an image
Figure 5-4: Search for clip-art images in the Insert Clip Art dialog box.

The (Picture Tools) Format tab also offers the Alt-Text button. the (Picture Tools) Format tab offers commands for enlarging and shrinking images: ✓ Click the Grow or Shrink button to enlarge or shrink the image by increments.
Changing the Size of a Graphic
Select a picture or clip-art image and visit the (Picture Tools) Format tab to change its size. Alternative text is what visitors to a Web page see while the image is loading on a page. ✓ Enter a measurement in the Scale text box to enlarge or shrink the image with respect to its original size. you must first click a picture or image. To see the tab. what the visitor sees instead of the image.” explains how to change an image’s size on the (Picture Tools) Format tab. “Changing the Size of a Graphic.
Figure 5-5: On the (Picture Tools) Format tab. change an image’s size and enter alternative text. As shown in Figure 5-5.68
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The next topic in this chapter. which you can click to enter alternative text in the Alternative Text dialog box (see Figure 5-5). Enter alternative text to describe images so that visitors know what’s there before images actually appear onscreen.
. or in the unlikely event of a visitor turning off the display of images on Web sites.

diagrams are the best way to present your ideas. Chapter 13.” ✓ Changing a diagram’s overall appearance: Choose a different color scheme or 3-D variation for your diagram. The remainder of this chapter explains how to construct diagrams in PowerPoint Web App. A diagram is an excellent marriage of images and words. for example. of the diagram. After you select a diagram.” later in this chapter. diagrams are made from SmartArt graphics. and spheres of influence. Diagrams clearly show. The first step in creating a diagram is to select a layout in the SmartArt dropdown list shown in Figure 5-6. go to Part V.” ✓ Promote and demote shapes: Select part of a diagram and raise or lower it in the diagram hierarchy. ✓ Add and remove shapes: Enter more shapes on or remove shapes from the diagram. See “Choosing a look for your diagram. or relationship. alter. (If you need help with PowerPoint basics. Diagrams allow an audience to literally visualize a concept. and direction. See “Changing a diagram’s direction. These diagram graphics are “interactive” in the sense that you can move. or component.” ✓ Changing direction: You can flip horizontally oriented diagrams around so that they point the opposite direction. See “Promoting and demoting diagram shapes. and write text on them. See “Adding and removing diagram shapes. the next step is to make the diagram your own by doing some or all of these tasks: ✓ Enter the text: Enter text on each shape. It shows how to customize a diagram by changing its appearance. workflow processes.Chapter 5: Handling Artwork and Diagrams
69
Making a SmartArt Diagram
Along with charts and tables.”
. See “Handling the text on diagram shapes. employees’ relationships with one another.)
The basics: Creating a diagram
In PowerPoint Web App. shape. You can alter these diagrams to your liking. idea. product cycles.

or Content With Caption slide layout to create a slide if you want to place a diagram on it. Comparison. Follow these steps to create a SmartArt diagram: 1. Two Content. Open the SmartArt drop-down list. If the diagram you chose initially doesn’t do the job. you must choose the Title and Content. Figure 5-6 (shown earlier in this chapter) shows this menu. the slide must show the SmartArt icon. You can open it two ways:
. To place a diagram on a slide. 2. How successful the swap is depends on how far along you are in creating your diagram and whether your diagram is complex.
Creating the initial diagram
Choose carefully when you create your initial diagram. Go to or insert the slide where you want to show the diagram. Better to choose well at the beginning. you can swap it for a different diagram. In other words.70
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Figure 5-6: Start from an initial diagram on the SmartArt menu.

You have to select a diagram to make the (SmartArt Tools) SmartArt tab appear. • Click the SmartArt icon in a content placeholder frame. you see a bulleted list like the ones shown in Figure 5-7. click the SmartArt button. Click the diagram to select it. 2. Move the pointer over a diagram to read its name.
Adding and removing diagram shapes
PowerPoint Web App doesn’t make it easy to add and remove shapes. The (SmartArt Tools) SmartArt tab appears on the Ribbon. Visit that tab to see commands for editing your diagram. To delete a diagram. If you change your mind about the diagram you chose. In my experience. 3. Enter or edit the items on the bulleted list. and choose a different diagram. 4.
. To edit a diagram. click to select it. On the (SmartArt Tools) SmartArt tab. click the Edit Text button (or double-click the diagram). There are 51 diagrams in all. 3. click to select it and then click the Delete key. Going this route opens the (SmartArt Tools) SmartArt tab. Where diagram shapes used to be. Each bulleted item in the list corresponds to one diagram shape.
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Handling the text on diagram shapes
Follow these steps to enter or edit text on a diagram: 1. The diagram appears on your slide after you click its name. open the Layouts menu. Click to select a diagram. The diagram shapes reappear. Click outside the diagram. go to the (SmartArt Tools) SmartArt tab.Chapter 5: Handling Artwork and Diagrams
• On the Insert tab. Open the Layouts menu to see the diagram choices. you often have to resort to the Undo button as you experiment with adding shapes to and removing shapes from a diagram.

Add bulleted items to the list to add shapes.
. try again. click the Undo button and try. Some of the 3-D styles are very interesting and can turn a drab diagram into something a little more meaningful.
Changing a diagram’s overall appearance
The (SmartArt Tools) SmartArt tab offers a couple of handy commands for changing the overall appearance of a diagram.
Figure 5-7: Click the Edit Text button to enter or edit text on a diagram. you see whether your experiment failed or succeeded. visit the (SmartArt Tools) SmartArt tab and click the Edit Text button (or double-click the diagram). Your diagram is transformed into a bulleted list. ✓ Choosing SmartArt styles: Open the SmartArt Styles gallery and choose a style.72
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To add or remove shapes. as shown in Figure 5-8. If your experiment in adding or removing shapes failed. remove bulleted items to remove shapes from the diagram. After you click outside the diagram and diagram shapes reappear. try. You are encouraged to test these commands to see whether you can make your diagram look a little more spiffy: ✓ Changing colors: Click the Change Colors button and choose a color scheme on the drop-down list.

Promoting and demoting shapes in a diagram’s hierarchy
Shapes in hierarchy diagrams are ranked by level. 2. You might find that a shape is on the wrong level in the hierarchy.Chapter 5: Handling Artwork and Diagrams
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Figure 5-8: A diagram before and after its SmartArt styles makeover. The diagram appears in the form of a bulleted list with sublist entries. The further an item is indented in the list. You can move a diagram’s place in the hierarchy higher or lower by following these steps: 1. and in cases like those. it would be a catastrophe if the vice president were ranked higher in the chart than the president. Double-click the diagram (or click the Edit Text button).
. it is necessary to promote or demote shapes. In an organizational chart. the lower it is in the hierarchy. for example. Select the diagram and go to the (SmartArt Tools) SmartArt tab.

3b. Change the direction of a diagram to illustrate a concept in better terms or to contrast separate processes that operate in different directions. you can change its direction. If arrows are in your diagram. Click outside your diagram. 5. Repeat Step 3 until all items have been promoted or demoted as suits you. You can’t flip vertically oriented diagrams this way.74
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3a. Sorry. you have to try several times before your diagram looks just right. Not a very elegant way to promote and demote shapes.
Changing a diagram’s direction
As long as your diagram is horizontally oriented. Select a list item and click the Demote button to lower it. the arrows point the opposite direction after you flip the diagram.
.
Figure 5-9: You can flip horizontal diagrams so that they run the opposite direction. not west to east. You can flip it over such that the rightmost shape in your diagram becomes the leftmost shape. and what was the leftmost shape becomes the rightmost shape. Select a list item and click the Promote button to raise it in the hierarchy. 4. Figure 5-9 shows an example of a horizontally oriented diagram chart that was flipped over. Notice how the shapes are in opposite order and the arrow points in a different direction. is it? If you’re anything close to average. can’t be rolled over. but diagrams that run north to south.

If you don’t like what you see. click the Right to Left button.Chapter 5: Handling Artwork and Diagrams
Follow these steps to flip a horizontally oriented diagram: 1. On the (SmartArt Tools) SmartArt tab.
75
. click the button again or click the Undo button. 2. Select the diagram.

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Part I: Getting Acquainted with the Office Web Apps

Part II

Sharing Files and Collaborating with Others

haring is caring,” as the saying goes, and in Part II, you see how to show how much you care as you discover how to share files with others using the Office Web Apps and their counterparts in Office 2010. Chapters 6 and 7 look at sharing files with SkyDrive, a service in Windows Live designed for sharing folders and files with other people. Chapter 8 looks into sharing files at a SharePoint Web site. SharePoint Web sites are private and are operated by companies for their employees.

“S

In this part . . .

Chapter 6

All about SkyDrive
In This Chapter
▶ Understanding what SkyDrive is and how it works ▶ Logging in to Windows Live ▶ Choosing how private you want to be ▶ Finding your SkyDrive folders in Windows Live ▶ Creating, navigating, renaming, and deleting folders ▶ Creating a new file with an Office Web App ▶ Opening and editing files with an Office Web App or Office 2010 program ▶ Uploading and downloading files

kyDrive is part of Windows Live, a collection of free online services and software products offered by Microsoft. SkyDrive was designed to store files online, but you can use the service as well to create, edit, and share Word, Excel, PowerPoint, and OneNote files. This chapter introduces SkyDrive. It shows you how to sign up with Windows Live and create folders in SkyDrive for storing your files. You also discover how, after you create a folder, to create Word, Excel, PowerPoint, and OneNote files and store them in SkyDrive. You find out how to manage, upload, and download files, as well as how to edit Office files you keep at SkyDrive. By the way, this chapter covers running the Office Web Apps in Windows Live SkyDrive, but you can also run Office Web Apps without keeping your files at Windows Live. Using a software product called SharePoint 2010, you can run the Office Web Apps from a server on a local network. For example, you can run the Office Web Apps from and store your files on a server that is owned and operated by the company you work for. If this topic interests you, turn to Chapter 8.

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The Big Picture: Storing, Creating, and Editing Files at SkyDrive
On the theory that it’s better to look before you leap, following is a brief description of everything you need to know to create and store Word, Excel, PowerPoint, and OneNote files at SkyDrive.

Doing the set-up dance
To use the Office Web Apps and share files online, start by setting up an account with Windows Live, the Microsoft Web site that offers Web-based applications and services. As Chapter 2 explains in detail, you can set up a Windows Live account by going to this Web address: http://home.live. com. When you set up the account, Windows Live gives you a SkyDrive folder for storing files. The Office Web Apps work with four browsers: Internet Explorer, Firefox, Safari, and Chrome. Chapter 3 explains how to download and install these browsers on your computer. Microsoft recommends installing Silverlight on your computer if you want to use the Office Web Apps. Silverlight is a Microsoft application designed to deliver media over the Internet. You can download and install Silverlight starting at this Web address: www.silverlight.net.

Working with folders and files in SkyDrive
After you get your Windows Live account, you can begin storing files on SkyDrive. Figure 6-1 shows the SkyDrive window in Windows Live. To store and organize your files, you create folders and subfolders in SkyDrive. (See “Creating a folder,” later in this chapter.) It almost goes without saying, but folders sometimes need deleting, moving, and renaming. SkyDrive offers commands for doing these folder-management tasks. (See “Deleting, moving, and renaming folders,” later in this chapter. To get from place to place at Windows Live, and to open the SkyDrive folder or a folder you created, use the Windows Live navigation bar, the SkyDrive navigation bar, and the Back and Forward buttons in your browser. (See “Navigating to the SkyDrive window” and “Going from folder to folder in SkyDrive,” later in this chapter.)

Chapter 6: All about SkyDrive
Name of Windows Live account

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Figure 6-1: Windows Live showing the SkyDrive window.

To create a document, worksheet, presentation, or notebook with an Office Web App, go to the folder where you want to store your new file and choose the New command. (For details, see “Opening and Editing Office Files Stores on SkyDrive,” later in this chapter.) If Word 2010, Excel 2010, PowerPoint 2010, and OneNote 2010 are installed on your computer, you can work on Office 2010 files on a SkyDrive folder with an Office 2010 program. (See “Opening and editing a SkyDrive file in an Office 2010 program.”) The next chapter in this book explains how to share and coauthor Office files with other people in SkyDrive.

Signing In to Windows Live
After you create an account with Windows Live (see Chapter 2), you can begin creating Office files and storing your files in SkyDrive at Windows Live. As shown in Figure 6-2, sign in to Windows Live by going to the address listed here, entering your ID and password, and clicking the Sign In button: http://home.live.com

After you sign in. To change your password at any time. click your username (located in the upper-right corner of the screen) and choose Account on the dropdown list. Windows Live asks you to change your password every 72 days for security purposes. After you start receiving e-mail. Click the Sign Out link when your visit to Windows Live is finished. “Navigating to the SkyDrive Window” explains how to get to the SkyDrive window. where you can change your password. Then. in the Account Overview window. and. This link is located in the upper-right corner of the window below your username. which is where you store your files. you owe it to yourself to visit the Profile page and choose a privacy option. This book doesn’t cover the social network aspects of Windows Live.” You come to the Change Your Password window. your most recent e-mail messages appear on the Home page. build a circle of online friends. Later in this chapter. but besides using it to store and share files with the Office Web Apps.
Choosing Privacy Options
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Figure 6-2: Enter your Windows Live ID and password to sign in to Windows Live.
. click the Change link beside the word “Password. Privacy options determine whether people can find you at Windows Live and what access they have to files you store in SkyDrive. Whether or not you intend to use Windows Live as a social network. you can use it to present yourself on the Internet.

you go straight to the Privacy Options page). As I explain in Chapter 7. Choose a privacy option. This link is located in the upper-right corner of the screen below your Windows Live name.
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Navigating to the SkyDrive Window
After you sign in to Windows Live. to get to the Privacy Options page. and Private. From the point of view of someone who wants to store and perhaps share files on SkyDrive. Choose this option if you use SkyDrive only to store files. 4. Click the Save button. Choose this option if you want to share files on SkyDrive with your Windows Live friends. The SkyDrive window is the place where you keep the folders that store your files. (Chapter 7 explains what shared and private folders are. Limited. you can declare that others on Windows Live are your friends. 2.) I do not recommend choosing this option if you value whatever it is you keep in your files and you don’t want others to see it. The Privacy Options page describes the privacy settings — Public. • Limited: Friends on Windows Live as well as people you invite to view the contents of your folders can open a folder if you share it. Clicking it takes you to the Profile page (if you haven’t chosen privacy options yet.
. not share them. can see your folders unless you share them and invite them to come in for a look.) 3. Click the Privacy Settings link. you land in the Home window. if necessary. you can declare that a folder is shared but that only certain people can open it. you need to start at the SkyDrive window. but to use the Office Web Apps and store files on SkyDrive. • Private: Nobody. here is what the three options mean: • Public: Other people in Windows Live can see all your files unless you store them in shared or private folders. as Chapter 7 explains.Chapter 6: All about SkyDrive
Follow these steps to choose a privacy option: 1. friend or otherwise. and you can give these friends privileges in regard to what they can do inside your folders. or you want to share files but not with friends on Windows Live. You can return to the Privacy Options page at any time by clicking the Profile link and then clicking the Privacy Settings link on the Profile page. Click the Profile link. click the Advanced link to read a detailed description of the three settings. Moreover. (If you want. which is fine and dandy.

you see one folder in the window — My Documents.
Windows Live taskbar
Figure 6-3: Going to the SkyDrive window at Windows Live. Hotmail. These pages explain how to create folders of your own. choose SkyDrive. SkyDrive gives you one folder called My Documents for storing files. Windows Live creates this folder for you. It lists top-level folders you created. get from folder to folder in SkyDrive. and Photos links. Move the pointer over the Windows Live link on the Windows Live taskbar. as “Creating a folder” explains later in this chapter. Office. You can create folders of your own here. SkyDrive can store up to 25GB of files.
. If you just started using SkyDrive. It includes the Windows Live. The Windows Live taskbar is located along the top of the screen. On the drop-down list that appears. Messenger. follow these steps to go to the SkyDrive window: 1.84
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As shown in Figure 6-3. You land in the SkyDrive window. and do folder-management tasks such as renaming.
Managing Your Folders
All folders you create for storing files are kept in SkyDrive. The measurement bar on the right side of the SkyDrive window tells you how many gigabytes (GB) remain available for storing files. and moving folders. deleting. 2. To begin with.

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A word about organizing your folders
Before you create a folder in SkyDrive, give a moment’s thought to how to organize the folders you will create. Handling and managing folders in SkyDrive is considerably more difficult than handling and managing folders in an application such as Windows Explorer, where you can expand the folder tree and see how folders branch out from one another. In the SkyDrive window, you can see the contents of only one folder at a time. Unless you come up with a scheme for organizing folders, you may have a hard time finding them. Plan ahead and organize your folders by project, by date, or by some other method. This way, when you need to open, delete, copy, or move a folder, you’ll know where to find it.

Creating a folder
How you create a folder depends on whether you create a top-level folder or a subfolder of another folder. When you create a top-level folder, you are asked about folder permissions and given the opportunity to upload files to the folder. These pages explain how to create top-level folders and subfolders.

Creating a top-level folder
Follow these steps to create a top-level folder for storing files: 1. Go to the SkyDrive window. The previous section in this chapter explains how to open this window. (In brief: Click Windows Live on the Windows Live taskbar and choose SkyDrive.) 2. Click the New button and choose Folder on the drop-down list, as shown in Figure 6-4. The Create a Folder window opens. 3. In the Name box, enter a descriptive name for the folder. 4. Click the Change link. Options for sharing the folder and inviting others to visit it appear, as shown in Figure 6-4. 5. Using the Share With slider, choose an option to make the folder public, shared, or private. The Share With options matter if you intend to share and coauthor files in your new folder with other people. Chapter 7 explains the Share With settings in detail and how to change a folder’s Share With settings.

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Figure 6-4: Creating a new toplevel folder.

For now, choose Just Me, the default setting, to create a private folder that only you can open. You can change Share With settings later (as Chapter 7 explains in minute detail). 6. Click the Next button. The Add Documents window appears in case you want to upload files from your computer to the new folder. See “Uploading files to a folder on SkyDrive,” later in this chapter, if you want to upload files. 7. Return to the SkyDrive window (click Windows Live and choose SkyDrive on the drop-down list). Your new folder appears in the SkyDrive window. Congratulations, you just created a new top-level folder.

Creating a subfolder inside another folder
A subfolder is a folder inside another folder. Create a subfolder by starting inside a folder you already created or by starting inside the default My Documents that SkyDrive created for you. A subfolder inherits Share With permissions from its parent folder. This is why, when you create a subfolder, you aren’t asked to choose a Share With setting for sharing files in the folder with others.

Chapter 6: All about SkyDrive
Follow these steps to create a subfolder: 1. Open the folder that your new folder will go inside. To open a folder, click its name. The next topic in this chapter describes how to navigate from folder to folder. 2. Click the New button and choose Folder on the drop-down list. You see the Create a New Folder window. 3. In the Name box, enter a name for the folder. 4. Click the Create Folder button. If you want to upload files from your computer to the subfolder you created, see “Uploading files to a folder on SkyDrive,” later in this chapter.

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Going from folder to folder in SkyDrive
After you accumulate a few folders on SkyDrive, getting to the folder you want to open can be an arduous, interminable journey. To help you on your way, SkyDrive offers different techniques for going to a folder: ✓ The drill-down method: Starting in the SkyDrive window (move the pointer over the Windows Live link and choose SkyDrive), click a toplevel folder to display its subfolders. If necessary, keep drilling down this way until you reach the folder you want to open. ✓ The Office link method: On the Windows Live taskbar, move the pointer over the Office link and choose Recent Documents or Your Documents on the drop-down list, as shown in Figure 6-5. The Office window opens. This window is a convenient entré into the folders on SkyDrive: • Recent Documents: Lists documents you recently opened as well as, on the left side of the window, your top-level folders organized under the headings “Personal” and “Shared.” Click the name of a folder to display its files and subfolders. • Your Documents: Lists all top-level folders under the headings “Personal” and “Shared.” Click the name of a folder to display its files and subfolders. ✓ The SkyDrive navigation bar method: The SkyDrive navigation bar — located below the folder name — lists the path to the folder that is currently open. To backtrack, click the name of a folder on the path, as shown in Figure 6-6. ✓ The browser button method: Click the Back or Forward button in your browser to open a folder you previously opened.

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Choose an Office menu option

Figure 6-5: Navigating to folders by choosing options of the Office drop-downlist.

Select a folder

SkyDrive navigation bar

Figure 6-6: Click a folder name on the SkyDrive navigation bar to open a folder.

Chapter 6: All about SkyDrive
By bookmarking a folder in your browser, you can go straight to a folder without having to navigate to it in Windows Live. After you choose the bookmark (and enter your Windows Live ID and password if you haven’t yet signed in to Windows Live), the folder opens. Chapter 3 explains how to bookmark folders and files in the Firefox, Internet Explorer, and Safari browsers.

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Examining a folder’s contents
To get a better look at what’s inside a folder, take advantage of the View and Sort By options in the Folder window: ✓ View: Click the View link and choose Icons, Details, or Thumbnails on the drop-down list. In Details view, you can see who edited files, when files were last edited, and whether comments were written about the file. ✓ Sort By: Click the Sort By link and choose Name, Date, Size, or Type to arrange folders and files in different ways in the Folder window.

Deleting, moving, and renaming folders
To delete, move, or rename a folder, start by opening it. Then, in the Folder window, use these techniques: ✓ Moving a folder: Click the More link and choose Move on the drop-down list. You see a list of your folders on SkyDrive. Select a folder and then choose Move This Folder Into command. You can move only subfolders, not top-level folders. ✓ Deleting a folder: Click the More link and choose Delete on the dropdown list. Then click OK in the confirmation dialog box to delete the folder and all its contents. ✓ Renaming a folder: Click the More link and choose Rename on the dropdown list. Then enter a name in the New Name text box and click the Save button. You can’t rename the My Documents folder. You can’t rename or delete a folder if it belongs to someone else and you don’t have the right permissions. For more information about permissions, see Chapter 7. Think twice about renaming, moving, and deleting folders that you share with coworkers. A coworker who tries to open a shared folder that was renamed, moved, or deleted sees the “missing item” message shown in Figure 6-7. After you rename or move a folder you share with others, you likely have to reissue an invitation to your coworkers to share it. Chapter 7 explains how to share folders with others and send out invitations to share folders.

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Linking Windows Live IDs
People with multiple personalities who have more than one Windows Live ID can access their different IDs without having to log in to each one. By linking Windows Live IDs, you can log in once and switch back and forth between different IDs without entering an ID name and password each time. Follow these steps to link Windows Live IDs: 1. Click your username (located in the upperright corner of the screen) and Options on the drop-down list. 2. In the Options window, click the Linked IDs link. The Manage Linked IDs window opens. If your ID is linked to other IDs, they are listed here. 3. Click the Add Linked ID link. 4. Enter the password of the ID you are currently in, enter your other Windows Live ID, enter your other ID’s password, and click the Link button. To log in with a second ID, click your username in the upper-right corner of the screen and choose the other ID’s name on the drop-down list. To “unlink” an ID, return to the Manage Linked IDs window and click the Unlink link beside the name of the ID that you no longer want your current ID to be linked to.

Figure 6-7: The missing item message.

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Creating an Office File in SkyDrive
I’m happy to report that creating an Office file — a Word. As of this writing. Earlier in this chapter. or OneNote file — in SkyDrive is quite easy. PowerPoint. you can’t store OneNote notebooks in subfolders. If you intend to create a notebook. “Going from folder to folder in SkyDrive” explains how to open folders and subfolders. Open the folder where you want to store the file. Follow these steps to create an Office file with an Office Web App: 1. Excel. Part II (Chapters 9 and 10) describes the Word Web App. 3.
Figure 6-8: Click New or Office to create a document. not a subfolder. start in a top-level folder. report. 2. or other document. as shown in Figure 6-8. presentation. Choose an option on the drop-down list. Click the New button or move the pointer over the Office link on the Windows Live taskbar. workbook.
Choose among these options: • Word Document: Create a letter. or notebook.

or OneNote file that you store on SkyDrive is a tad different from opening an Office file stored on a computer. Your new Office file opens. Part IV (Chapters 13 and 14) looks into the PowerPoint Web App. Click the Save button. The File window opens. enter a name for your document. the window you can open to preview your file. 4. Part V (Chapters 15 and 16) explains the OneNote Web App. Move the pointer over a filename and choose the Edit in Browser link to open the file right away in an Office Web App. These pages explain how to open an Office file and what’s what in the File window. or notebook. “Going from folder to folder in SkyDrive” explains how to open folders and subfolders. • OneNote Notebook: Create a notebook for storing and organizing notes.
Opening and Editing Office Files Stored on SkyDrive
Opening a Word. you can get to it quickly by moving the pointer over Office on the Windows Live taskbar and choosing Recent Documents on the drop-down list (refer to Figure 6-5). You have the choice of viewing a file before you open it. a list of files you recently edited. in Detail view. PowerPoint. or OneNote file in an Office Web App: 1. opening it in your browser. In SkyDrive.92
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• Excel Workbook: Create a worksheet for crunching numbers. PowerPoint. or opening it in an Office 2010 program.
Opening and editing a file in an Office Web App
Follow these steps to open and edit a Word. • PowerPoint Presentation: Create a presentation for showing slides to an audience. 5. workbook. Part III (Chapters 11 and 12) explains the Excel Web App. open the folder where the file is stored. Excel. Earlier in this chapter. presentation. Excel.
. If you recently edited the file you want to open. In the Name text box. You see.

Click the name of the file you want to open and edit.
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Open the file in an Office 2010 program Open the file in an Offce Web App
Figure 6-9: You can examine the file in a preview window before opening it.Chapter 6: All about SkyDrive
2. Whether you can edit a file that is kept in a folder that you share with others depends on whether you are the owner of the file and the permissions you have been given for opening the file. click the Close button (the X on the right side of the window) or go to the File tab and choose Close.) You can’t edit the file this way. As shown in Figure 6-9. but you can scroll through it to see what it’s all about. If this isn’t the file you want to edit.
. Elsewhere in this book. and OneNote Web App files (Part VI). PowerPoint Web App files (Part V). or PowerPoint file. Excel Web App files (Part IV). I describe how to edit Word Web App files (Part III). Excel. (OneNote files open right away without appearing first in the preview window. Click the Edit in Browser button to open the file in an Office Web App and begin editing. 3. Chapter 7 explains how to handle shared files. the file opens in a preview window if you clicked a Word. You can bypass the preview window and open a file right away in an Office Web App by switching to Details view in the folder window and selecting the Edit in Browser link beside a file’s name.

click the file’s icon to open it in the preview window.
When you finish editing a file. the Office Web Apps don’t offer near as many features and doo-dads as their Office 2010 counterparts.94
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Retrieving an earlier version of a file
For your convenience and to rescue you when you overwork a file. To restore an older version and make it once again the official version of the file. click the Version History link. To examine older versions of a file. SkyDrive keeps copies of earlier versions of files and gives you the opportunity to revisit an earlier version and restore it as the official version if you so desire. click the Restore link. To examine an older version of a file. To open more than one file at the same time. and then go to the File tab and choose Properties. You land in the Properties window. right-click it and choose Open Link in New Window or Open Link in New Tab. click the Close button (the X on the right side of the window) or visit the File tab and choose Close. rather than click a file’s icon. the commands are called Open in New Window and Open in New tab. a new version is created and kept on hand. If you want to create or edit a chart in Word
. (In Internet Explorer. Each time you close a file. A new window or tab opens. The older version appears in the preview window. The preview window opens the latest version of the file and lists older versions. From there.)
Opening and editing a SkyDrive file in an Office 2010 program
As anybody who has spent more than five minutes with an Office Web App knows. click its date and time designation on the left side of the window.

Click OK to affirm that. Word. you can open an Office file from the preview window or the Home tab: 1. Depending on your Windows settings. 3. or OneNote 2010 opens on your computer and you see the Connecting To dialog box.
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Opening a file on SkyDrive in an Office 2010 program
Starting in an Office Web App. PowerPoint. not to a file located on your computer’s hard drive. you may have to click the Enable Editing button before you can start editing the file. click the Open In button. the file is actually on a Web server at SkyDrive. in PowerPoint Web App. you can open the file in Word 2010. If you get frustrated editing a file with the measly number of commands available in an Office Web App. All editorial changes you make are saved to the file on the Web server. Although the file looks as though it is located on your computer. you’re out of luck because Word Web App doesn’t provide charts. The Open Document dialog box appears. opening it is okay. See “Opening and editing a file in an Office Web App.
. or OneNote opens and you see your file in an Office 2010 program. PowerPoint. PowerPoint 2010. To open a file’s preview window. 2.Chapter 6: All about SkyDrive
Web App. Excel 2010. or OneNote 2010 and edit it there by using the techniques I explain forthwith. You can. Excel. Word. This button is found in the preview window and on the Home tab in all four Office Web Apps. open a Word file you keep on SkyDrive in Word 2010 and edit the file with your Word 2010 software. then click OK. For example. although the file is located on the Internet. click the file’s name in a folder. Enter your Windows Live ID and password. Excel. for example. Click the Open In button.” earlier in this chapter • Office Web App: On the Home tab. or visit the File tab and choose Open In. the button is called Open In PowerPoint • Preview window: Click the Open In button (refer to Figure 6-9). The button is named after the Office Web App you are working in. however.

When you click the Save button. In Word. Select the folder where you want to store the Office 2010 file. Follow these steps to save a file to a SkyDrive folder by starting in an Office 2010 program: 1. notice the message on the status bar that says “Uploading to Server. and PowerPoint 2010 (not OneNote) shuts out all others from editing the file at the same time. notice the path to the folder where the file will be saved. Save to Windows Live options appear. The Save As dialog box appears. Others who have access to the folder on SkyDrive can open the file in an Office Web App or in an Office 2010 program (if Office 2010 is installed on their computers). The path shows a Web address followed by the name of the folder you selected in Step 4. 5. a list of folders you keep on Windows Live appears in the Save & Send window. Chapter 7 explains how to get around the problem of being locked out of a file you want to edit. PowerPoint. 6. Excel.” Editing an Office file on SkyDrive with an Office 2010 program has one big disadvantage if the file is being shared. (OneNote doesn’t have a Save button.96
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Notice that the Save button (in Word. enter your Windows Live ID and password. and PowerPoint) looks a little different when you open an Office file that is stored on SkyDrive in an Office 2010 program. choose Save & Send. Click the Save As button. Excel. are sent to a server on the Internet at SkyDrive. In the top of the dialog box. As shown in Figure 6-10. PowerPoint. Excel. 2. 4. You are about to save the file to a SkyDrive folder on the Internet. or OneNote and thereby share your file with other people. Excel. Editing the file in Word. On the File tab. or OneNote 2010 file on your computer to a SkyDrive folder starting in Word. The Save & Send window opens.) The Save button looks different to remind you that your editorial changes. and that changes made by others are downloaded to your file. Excel. Choose Save to Web. 3. open the file you want to share with others on a SkyDrive folder.
Saving a file from Office 2010 to SkyDrive
Sharing is caring.
. and click OK. or OneNote 2010. Click the Sign In button. when you save your file. and you can save a Word. PowerPoint.

a message on the status bar says “Uploading to Server.
7.” When you save an Excel. or OneNote 2010 and looks to be stored on your computer. The Save button looks a little different because clicking the Save button saves your editorial changes to a SkyDrive folder. In fact. when you click the Save button. PowerPoint. go to the File tab and click Recent. it is stored in a SkyDrive folder. PowerPoint. Notice that the name of the file you saved to SkyDrive appears twice. not to a folder on your computer’s hard disk. you create a second copy of the file.
. or OneNote 2010 file on SkyDrive. Word. “Uploading files to a folder on SkyDrive” explains another way to place an Office 2010 file from your computer on SkyDrive — by uploading it. Although the file appears in Excel. once at a Web address on SkyDrive and once at a folder on your computer. The original remains on your computer. Try this experiment: After saving an Office 2010 file to SkyDrive. You see a list of files you recently opened.Chapter 6: All about SkyDrive
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Figure 6-10: The Save & Send window with options for saving an Office 2010 file to a SkyDrive folder. Later in this chapter. Word. Click the Save button.

or the other thing to a file. the Properties window is the place to go when you want to do this. and copying files. deleting. you can put Office 2010 files into a SkyDrive folder.” Items that are beyond the ability of the Office Web Apps to handle remain in the file — you just can’t do anything to them. moving. a handful of sophisticated Office 2010 features cause the Office Web Apps to gasp and wheeze. but you can’t alter the shapes or change their positions in the Office Web App. You can take advantage of commands in SkyDrive to upload files. Better keep reading. editing.
Managing Your Files on SkyDrive
SkyDrive is first and foremost a means of organizing and managing files. use one of these techniques: ✓ In an Office Web App or the preview window (the window you see when you click a file’s name in a folder). for example. for example.
. a message tells you that “this presentation contains reviewing comments that cannot be viewed. The Office Web Apps don’t have all the editing capabilities of their Office 2010 namesakes. move. When you open a document that originated in Word 2010 in the Word Web App. and copy files. You can see shapes that originated in the Word 2010 file. go to the File tab and choose Properties. you can’t edit the parts of the file that the Word Web App can’t handle. download files from SkyDrive to your computer. that. What’s more. If you try to view a PowerPoint presentation with comments in the PowerPoint Web App. rename. and delete. renaming. The window offers commands for downloading.98
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Working on files that originated in Office 2010
As “Saving a file from Office 2010 to SkyDrive” and “Uploading files to a folder on SkyDrive” explain. you can’t draw shapes.
Opening the Properties window
To open a file’s Properties window. But whether you can open these files in an Office Web App is another matter. For example.
Making use of the Properties window
As shown in Figure 6-11.

where you do all things relating to a file. move the pointer over the Office link and choose Recent Documents). copy. and choose Properties on the drop-down list. move the pointer over a file.Chapter 6: All about SkyDrive
Do file-related tasks Open a different file in the folder
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Figure 6-11: The Properties window. move the pointer over a file. click Edit in Browser to open the file in an Office Web App. click the file’s More link.
. click the file’s More link. or rename a file.
Read and write a description and comments
Get the Web address
✓ In a folder in Details view (click the View link and choose Details on the drop-down list). move.
Properties window activities
Take heed of the activities you can do in the Properties window: ✓ View or edit the file: On the taskbar. share. ✓ In the Office window (on the Windows Live taskbar. click View to examine the file in the preview window. delete. ✓ Do other file-related tasks: Visit the File window taskbar to download. and choose Properties on the dropdown list.

The Add Documents window appears. enter a description of the file so that others know what it is. 3.
Uploading files to a folder on SkyDrive
A file must be smaller than 50MB to upload it to a folder on SkyDrive. Then drag and drop the files into the Add Documents window. ✓ Get file information: Glance at the right side of the File window to see who created the file. The file or files are uploaded to the folder you selected in SkyDrive. You can also enter and read comments about the file. ✓ Copy code for embedding: You can also share a public file by embedding code on a Web page so that others can click a hyperlink and go to the file on SkyDrive. ✓ Examine a different file in the folder: Click the Scroll Back or Scroll Forward button in the upper-right corner of the window to see the names of other files in the folder. 2. You can select more than one file. (You may have to scroll down to see this information. For more information.100
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✓ Read and enter a description and comments: Especially if you share the file with others. drag its window to the right side of the screen. The Add Documents window lists the files you want to upload. see Chapter 7. Click the Continue button. See Chapter 7 for more information. and select them. On SkyDrive. 4. • Choosing files in the Open dialog box: Click the Select Documents from Your Computer link. whether it is shared. Select files and click the Open button.) ✓ Copy the file’s Web address: One way to share a file is to copy its Web address and send it to other people. open the folder where you want to store the files. The Open dialog box appears. you can copy the file’s address from the Web Address box. and other information. Upload files by dragging and dropping or selecting files in the Open dialog box. Under Information. Follow these steps to upload files from your computer to a folder you keep on SkyDrive: 1. Choose which technique suits you best: • Dragging and dropping: Open Windows Explorer. Click the Add Files link. locate the files you want to upload.
. Click a file’s icon to open it in the Properties window.

Zip File link. Then select a folder name and choose the Copy This File command. In the standard dialog box for downloading files. renaming. “Making use of the Properties window” explains how to open the Properties window. use these techniques to move. ✓ Copying a file: Click the More link and choose Copy on the drop-down list.” earlier in this chapter. and deleting files
Starting in a Properties window (see “Making use of the Properties window” and refer to Figure 6-11. You see a window that lists your SkyDrive folders.
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Downloading files from SkyDrive to your computer
SkyDrive gives you the choice of downloading files one at a time or downloading all the files in a folder in a zip file.) ✓ Downloading all the files in a folder: Open a folder and click the Download as . rename. You see the standard dialog box for downloading files from the Internet.Chapter 6: All about SkyDrive
You can also upload an Excel 2010. Select a folder name and then choose the Move This File command. See “Saving a file from Office 2010 to SkyDrive. click the Save File option button and click OK. Word 2010. (Earlier in this chapter. PowerPoint 2010. earlier in this chapter). copying. ✓ Downloading a file: In the file’s Properties window. or delete a file: ✓ Moving a file: Click the More link and choose Move on the drop-down list. or OneNote 2010 file by opening it in an Office 2010 program and saving it to a SkyDrive folder.
.
Moving. ✓ Renaming a file: Click the More link and choose Rename on the dropdown list. click the Download link. ✓ Deleting a file: Click the Delete link and then click OK in the confirmation dialog box. copy. Then enter a name in the New Name text box and click the Save button. Choose to open or save the file after you download it and click OK.

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private. It shows you how to determine who does and doesn’t get into a folder you keep on SkyDrive and how to invite others to coauthor files in your folders. shared. Microsoft uses the term coauthoring to describe what happens when more than one person works on a file that is stored on SkyDrive. As long as all parties have Windows Live accounts and all have permission to edit a file. and linked folders are ▶ Making a folder public.Chapter 7
Collaborating. It describes what coauthoring a file means and what to do when you get locked out of a file and can’t edit it. This chapter explores ways to share folders on Windows Live. shared. they can edit it.
O
Ways of Sharing Folders
This is the first thing you need to know if you want to share and coauthor files with others on SkyDrive: Only people who have signed up with Windows Live can edit files.
. or Coauthoring. with Others on SkyDrive
In This Chapter
▶ Looking at how to share folders and files ▶ Finding friends on Windows Live ▶ Understanding what public. or private ▶ Strategies for sharing public and shared folders ▶ Writing descriptions and comments about shared files ▶ Working alongside others in Office Web Apps and Office 2010 programs
ne of the great advantages of SkyDrive is being able to share and work on Office files with other people.

he must sign in with Windows Live. for information about making friends. These friends can go to the owner’s profile page.” explains.) ✓ Posting hyperlinks on the Internet: The owner creates a hyperlink to a folder and posts it on a Web page or blog. and if they have permission. A guest who gets the e-mail can go to the owner’s SkyDrive page. shared. You can use a combination of folder-sharing methods or use all three methods. Here is the third thing: The owner of a folder can choose between different ways of sharing a folder and files inside it: ✓ Sharing with friends on Windows Live: The owner makes the folder available to his friends on Windows Live. after signing in to Windows Live. “Ways of Sharing Folders. The guest can open the owner’s public folders or shared folder and see a file’s contents.) ✓ Sending out e-mail invitations: The owner decides he doesn’t want to fool around with making friends on Windows Live. Get together with the people with whom you will share folders and decide which folder-sharing method or methods are best for you. (See “Sending out e-mail invitations. Using this method. or private.” later in this chapter. he sends an e-mail invitation to visit the folder.
. if the guest has permission to enter the shared folder. open public and shared folders if you give them permission to do so. where they see all public and shared folders. When he wants to share a file. and for anyone besides the owner to work on a file.” the next topic in this chapter.) Kind of confusing. Friends can open these folders. If the guest wants to edit a file. one way to share folders on SkyDrive is to rely on friends you make in Windows Live. (See “Making Friends on Windows Live. and open the files in those folders.” later in this chapter. edit the files. Anyone who clicks the hyperlink goes. it must be in a public or shared folder. to the owner’s SkyDrive page. view the files. isn’t it? And it’s not as though you have to choose one of the methods described here. (See “Posting hyperlinks on the Internet. where all public folders and the shared folder are visible. The guest can open all public folders and open the shared folder targeted by the hyperlink. your circle of Windows Live friends can visit your profile page. where he sees the owner’s public folders and the shared folder he was invited to open.104
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Here is the second thing you need to know: The owner of a folder decides whether the folder is public.
Making Friends on Windows Live
As the previous topic in this chapter.

you need to know what a Windows Live friend is. or get your contact information. A friend is somebody you designate as your friend on a social networking Website on the Internet. Windows Live makes a distinction between two types of friends: ✓ Limited-access friend: This friend can’t send you instant messages. how to choose your friends. Moreover. Accept or decline the invitation by following these steps:
. the Windows Live e-mail service.) To open the Inbox. but this friend can get information about your activities on Windows Live.Chapter 7: Collaborating.
Fielding an invitation to be someone’s friend
As shown at the top of Figure 7-1. the two types of friends matter in that you can admit friends into a shared folder but keep limited-access friends out of it. you must sign up for Hotmail. but Facebook. you can select the Limit the Access This Person Has to My Stuff and My Info check box to make your newfound friend a limited-access friend. Friend invitations on Windows Live are sent with Hotmail. (To make friends on Windows Live. your friends on Windows Live must sign up to use Hotmail. and now Windows Live have changed the meaning of “friend. the Windows Live e-mail service. click the Hotmail link on the Windows Live taskbar. or Coauthoring. To muddy the waters even further as to what a friend is. with Others on SkyDrive
If you want to use the friends method of sharing files. As shown in Figure 7-1. through thick or thin. ✓ Friend: This friend has full privileges to your Windows Live information and will be your friend till your dying day. MySpace. Heave a deep sigh and keep reading. when someone on Windows Live asks to be your friend. and how to reply when someone asks to be your friend. For the purposes of sharing files.” Now a friend is something less intimate. as “Establishing a Folder’s Share With Permissions” explains later in this chapter. invitations to be friends with someone else arrive in the form of e-mail messages. If you want to share folders and files with friends. see your photo files.
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The two types of friends
It used to be that a friend in need was a friend indeed. you must get their e-mail addresses so that you can send them invitations to be your friend.

or delete the message to ignore the invitation altogether. To be a limited-access friend. and click the Your Friends link to see a list of your friends. The previous topic in this chapter.
Click Limit the Access to This Person to make yourself a limited-access friend
. Click this button whether or not you want a new friend. Click the Add As Friend button. And if you don’t want to be friends with someone anymore? Click the Profile link to go to your Profile page. Then select your friend’s name and click the Delete link. 2. click the No Thanks button to decline it. as shown at the bottom of Figure 7-1. Click the “Added you as a friend on Windows Live” message to open it.
Figure 7-1: Befriending someone on Windows Live. The message window opens. You can click the Details button in this window to discover more about the person who wants to be your friend. “The Two Types of Friends.106
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1. A profile window for the person who sent the invitation appears. select the Limit the Access This Person Has to My Stuff and My Info check box. Click the Accept button to accept the invitation.” explains what a limited-access friend is. 3.

This link is located in the upper-right corner of the screen below your name. You can click a friend’s name to go to his or her Profile page. 5. you are alerted by e-mail in your Hotmail account. and linked folders. You need to know about folder types if you intend to collaborate with others on files that are stored in SkyDrive folders. These pages explain the different types of folders.” click the Add People link. with Others on SkyDrive
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Inviting someone to be your friend
To add a friend. Enter your prospective friend’s e-mail address in the text box and click the Next button. Click the Your Friends link to see your list of friends. On the left side of the window. The names of your friends appear on the right side of your Profile page.Chapter 7: Collaborating. Click the Invite button. shared. You land on your Profile page.
. get his or her Hotmail e-mail address and send an invitation by following these steps: 1. 2. 3. They also spell out which tasks you can do in private. “Establishing a Folder’s Share With Permissions” explains how to assign a Share With permission to a folder. and linked. In the window that appears. public. Click the Profile link. or Coauthoring. Later in this chapter. If your friend accepts your invitation. under “Your Network. view its files. 6. 4. and edit its files depends on what kind of folder it is. you can do tasks such as renaming and deleting files. In some types of folders. jot down a note to your prospective friend. Which Share With permission is assigned to a folder determines what kind of folder it is. public. click the Profile link (located below your name in the upper-right corner of the window). To see a list of your friends.
Understanding the Folder Types
Whether coworkers can open a folder on SkyDrive.
Types of folders
Table 7-1 describes the four types of folder — private. shared.

the guest must have a Windows Live account. However. and linked folders the e-mail symbol. Friends and guests can do other file-management tasks as well. Store files in a private folder if you don’t want anybody else to be able to see or open the files.108
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Table 7-1
Folder Type Private
Types of SkyDrive Folders
Description Only the folder’s owner — its creator — sees the folder on SkyDrive and can open the folder. a guest can see the names of files in the folder. To edit a file after opening it. and edit the files.
Linked
Anybody who has been invited to open the folder can open it. As shown in Figure 7-2. Store files in a Linked folder to allow people who don’t have Windows Live accounts to view files’ contents. Don’t store files in a public folder unless you don’t care at all whether anybody sees them. After opening the folder.
Shared
Friends on Windows Live and guests whom the owner invites to a shared folder can see the shared folder. and edit its files. guests can’t edit files or do most file-management tasks. open a file.
Public
Friends on Windows Live and guests whom the owner invites to his or her SkyDrive page can see and open all public folders and view the files in all public folders. open the files.
Knowing what kind of folder you’re dealing with
You can tell which type of folder you’re dealing with by glancing at its icon in the SkyDrive widow. The default My Documents folder is an example of a private folder.
. Invitations to open the folder are sent by e-mail. whether or not they have a Windows Live account. open the folder to see the names of files inside it. and view the contents of a file. however. private folders have the lock symbol. shared folders the people symbol. view its files. public folders the globe symbol. Store files in a shared folder to collaborate with others online.

you can also tell whether a folder is private. Next to the words “Shared With. shared. or linked by opening its Folder window (click a folder’s icon to open its Folder window). with Others on SkyDrive
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Figure 7-2: Left to right: A private folder.Chapter 7: Collaborating.
As Figure 7-3 shows. and linked folder.
.” these words tell you what type of folder you’re dealing with: “Just Me” “Friends” “Everyone (public)” “People with a link” Private folder Shared folder Public folder Linked folder
Figure 7-3: In the Folder window. public. public folder. shared folder. or Coauthoring. the “Shared With” words tell you what type of folder it is.

. The owner of a public folder or shared folder — the person who created the folder in the first place — can do all the tasks listed in Table 7-2. Excel. and move the folder) Do subfolder-management tasks (create. or OneNote) Establish permissions (decide who can view and edit files) View permissions (see who owns and who can view and edit files) Do folder-management tasks (delete. and move a subfolder within the folder) Upload files to the folder Download an individual file from the folder Download all the files in the folder in a .110
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You can click the words next to “Shared With” to open the Permissions window and find out who owns the folder as well as who is sharing it (if anybody is allowed to share it). Excel 2010. delete. PowerPoint. rename. that program must be installed on your computer.ZIP file Delete files Rename files Move files to a subfolder within the folder Copy files to a subfolder within folder
*To edit an Office file stored on SkyDrive with Word 2010.
Table 7-2
Task View Office files Create new Office files
Tasks in Public and Shared Folders
Public Folder Yes No No No No Yes No No No Yes No No No No No Shared Folder Yes Yes Yes Yes* No Yes No Yes Yes Yes Yes Yes Yes Yes Yes
Edit an Office file with an Office Web App Edit an Office file with an Office 2010 program (Word. PowerPoint 2010.
Public and shared folder tasks
Table 7-2 lists tasks that Windows Live friends and guests of public folders and shared folders can do. rename. or OneNote 2010.

SkyDrive asks you to choose a Share With option to determine whether the folder is private. for a description of private. 2. At any time. and public folders).Chapter 7: Collaborating. or Coauthoring.” earlier in this chapter. shown in Figure 7-4. or public (see “Understanding the Folder Types. you can follow these steps to establish or change a top-level folder’s Share With permissions: 1. Drag the Who Can Access slider up or down to determine the folder’s Share With permissions. however. To open a folder window. You see the Edit Permissions window.
Private folder
3. Open the folder.
Shared folder Public folder
Figure 7-4: Click a folder name on the SkyDrive Navigation bar to open a folder. shared. click its name in the SkyDrive window. Click the Share With link and choose Edit Permissions on the dropdown list.
. with Others on SkyDrive
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Establishing a Folder’s Share With Permissions
When you create a new top-level folder. shared.

if you choose Friends or Some Friends. or private. As “Ways of Sharing Folders” explains earlier in this chapter. Friends allows all your Windows Live friends. you can open the drop-down list and choose Can View Files if you want your friends to be able to view the files in the folder but not edit them.112
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Choose whether to make the folder public. you can share files on SkyDrive without having Windows Live friends. Optionally. 4. Some Friends allows your Windows Live friends but not friends with limited-access to access the folder. you invite colleagues by e-mail to share the files in a folder. Earlier in this chapter. Anyone who comes to your SkyDrive profile page or who is invited to share a folder with you can open any public folders you have and see their contents. to access the folder. Subfolders inside these top-level folders inherit their permissions from their parent folders.
. Earlier in this chapter. Be careful about making a folder public. • Public folder: Choose Everyone (Public). describes tasks you can do in public and private folders. In other words. “Types of folders” explains the three folder types. including your limited-access friends. Table 7-2. all subfolders that you or others create inside the Planner folder are shared folders as well. For example. which appears earlier in this chapter. Share With permissions are assigned to top-level folders on SkyDrive. With this method. they can’t edit files in Office 2010 programs. • Shared folder: Choose one of the Friends settings: My Friends and Their Friends allows your Windows Live friends and friends you have in common with your Windows Live friends to access the folder. they have a narrower set of privileges. If you choose Can View Files. friends who visit your shared folder have the same privileges as visitors to a public folder. 5. Your public folders (and all their subfolders) are exposing themselves! I just thought you’d like to know. “The two types of friends” explains the difference between friends and limited-access friends. shared. if a top-level folder called Planner is a shared folder. For example. Click the Save button. • Private folder: Choose Just Me. If you want to use this method of sharing files. choose the Friends setting in the Edit Permissions window (and see “Sending out e-mail invitations.” later in this chapter).

with Others on SkyDrive
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Sharing on a Public or Shared Folder
Earlier in this chapter. You can create a circle of friends and share folders with them. You land in your friend’s Profile page. how do you get to your friend’s folders? Good question.
Figure 7-5: Click the Documents link to see a list of folders your friend is sharing.
Sharing with friends on Windows Live
Earlier in this chapter. It also explains how to field invitations from others who want to make friends with you. as shown at the top of Figure 7-5. Click the Profile link to open your Profile page. “Making Friends on Windows Live” shows you how to invite someone on Windows Live to be your friend. All three techniques are explained forthwith. This link is located in the upper-right corner of the window. 2. Click the name of the friend who is sharing folders. If a friend on Windows Live is sharing his or her folders. Follow these steps to navigate to a friend’s folders: 1. or post hyperlinks that colleagues can click to get to a shared SkyDrive folder. bring others to a SkyDrive folder by invitation. “Ways of Sharing Folders” explains the different methods of sharing top-level folders on SkyDrive.Chapter 7: Collaborating. or Coauthoring. The right side of the Profile page lists your friends.
.

also shown in Figure 7-5. These invitations can be sent to people who are enrolled in Windows Live as well as people who aren’t members of that exclusive club. Folders that your friend is sharing appear in Details view in the Documents window. the recipient of the e-mail can go straight to a folder on SkyDrive. Whether you can edit as well as open a file in the folder depends on the Share With settings its owner. 5. chose for the folder.114
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3. and the invitation after it arrives (right). Click the Documents link (on the left side of the screen). also shown in Figure 7-6. Click a folder name to open a folder. By clicking the View Folder button in the invitation. you can send out e-mail invitations to folders.
.
Figure 7-6: Composing an e-mail invitation to a folder (left). 4.
Sending out e-mail invitations
To share folders on Windows Live without making friends on the site. Click a filename to open a file. The left side of Figure 7-6 shows an e-mail invitation to visit a SkyDrive folder. your friend.

If you maintain a Contacts List at Windows Live. If you prefer that your linked folder be another kind of folder. you can click the To button and select names from your Contacts List. guests have to enter their Windows Live ID before they can see much less open the folder. They can open and view files in the folder. Then deselect the Don’t Require Sign-In to View This Folder check box. guests can open the folder without first signing in to Windows Live. they can select the bookmark in their browsers and go to the folder without having to reopen the e-mail message. If you select the check box. 2.Chapter 7: Collaborating. your folder becomes a linked folder. for a detailed explanation of linked folders). If you don’t select the Require Recipients to Sign In with Windows Live ID check box. 6. Optionally. Enter the e-mail address of the person you want to invite. select the Require Recipients to Sign In with Windows Live ID check box if you want to share this folder only with people who have a Windows Live account. separate the addresses with a colon or semicolon. open the folder. or Coauthoring. Open the public or shared folder with the files that you want to share. To enter more than one address. 3. but they can’t edit the files unless they provide a Windows Live ID. 4.
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. 5. Anybody who has the link can see its files. If you want. Click the Send button. recipients won’t be able to visit the folder without bookmarking it. Except by keeping the e-mail invitation on hand and clicking the View Folder button to visit the folder (refer to Figure 7-6).” earlier in this chapter. On the taskbar. click the Share link and choose Send a Link on the drop-down list. If you don’t select the check box. The Send a Link window opens. Chapter 3 explains bookmarking. By bookmarking the folder. I suggest telling recipients to bookmark the folder after they visit it the first time. as shown on the left side of Figure 7-6. Linked folders are marked with the e-mail icon (see “Understanding the Folder Types. and choose Edit Permissions on the drop-down list to go to the Edit Permissions page. click the Share With Link on the toolbar. enter a note to accompany the invitation. with Others on SkyDrive
Follow these steps to send an e-mail invitation to someone to collaborate at a public or shared SkyDrive folder: 1.

Guests who follow the link go to the folder. as shown in Figure 7-7.
Figure 7-7: Copy a URL from this window to create a hyperlink. People who click the second hyperlink (or the first and only link.
Obtaining a folder’s URL link
To direct guests to a public or shared folder. (Click the Create Link button to create the second hyperlink.116
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Posting hyperlinks on the Internet
Yet another way to attract people to a SkyDrive folder with files you want to share is to obtain the folder’s hyperlink and either give the hyperlink to other people or make it part of a Web page by pasting it into the Web page’s HTML code. and send it to guests or use it to create a hyperlink. Open the folder with the files you want to share. Follow these steps to obtain the Web address of a public or shared folder: 1. copy it. not edit them. In the Folder window.
People who click the first hyperlink have to enter their Windows Live ID to view the folder you want to share. you can obtain the folder’s Web address. It offers two hyperlinks if your folder is shared (or one if it is private). if your folder is public) can open the folder without providing a Windows Live ID. The Get a Link window opens.)
. click the Share link on the toolbar and choose Get a Link on the drop-down list. 2. but they can only view the files.

3. and you can embed the code in a Web page or blog. click the Share link and choose Embed on the drop-down list. Right-click and choose Copy on the shortcut menu that appears. 2.
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Obtaining HTML code for a public folder hyperlink icon
If you know your way around HTML codes.
. you can obtain code that creates a hyperlink icon that directs users to a public folder. click the Share With Link on the toolbar. The Share window opens. Click in a Web Address box to select its hyperlink. The HTML code is copied to the Clipboard. To turn a linked folder into another kind of folder. Right-click and choose Copy on the shortcut menu that appears. The text in the box is highlighted. open the folder. Click the Done button. and deselect the Don’t Require Sign-In to View This Folder check box on the Edit Permissions page. creates the icon hyperlink shown on the right side of the window. as shown in Figure 7-8. The icon appears in the form of a folder icon that looks just like a folder icon in the SkyDrive window. Now you can paste the address in an e-mail message or use it to create a hyperlink that directs guests to the folder. Click the code to select it. Guests can click the hyperlink icon on the Web page or blog to open the public folder without having to enter a Windows Live ID. or Coauthoring. The hyperlink is copied to the Clipboard. 4. with Others on SkyDrive
Your folder becomes a linked folder when you create a hyperlink to a Public folder or click the Create Link button to create a hyperlink to a shared folder such that people can visit the folder without entering a Windows Live ID. Follow these steps to obtain the HTML code: 1. choose Edit Permissions on the drop-down list. 5. The code is highlighted. Now you can paste the code in a Web page or blog. Open the public folder with the files you want to share. Anyone who has its hyperlink can visit a linked folder (earlier in this chapter. 3. 4. “Understanding the Folder Types” describes linked folders). The code you see in this window.Chapter 7: Collaborating. In the Folder window. after it is embedded in a Web page or blog.

Follow these instructions to enter a description or comments in the File window: ✓ A description: Click where the description or the words “Add a Description” are and enter a description. You can change a file’s description at any time by clicking the description. open the folder where the file is located and switch to Details view (click the View link and choose Details). and choose Properties. Click the Done button. While you’re at it. Then move the pointer over the file’s name. To open the Properties window.
Figure 7-8: The HTML code (left) creates the icon hyperlink (right). You return to the Folder window.118
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5. Figure 7-9 shows a Properties window with a description and comments. Comments are the only way to record when changes were made and what the changes were. You owe it to the people with whom you share files to describe your editorial changes. be sure to enter comments and a description in the file’s Properties window. click More on the toolbar. and entering a new description. which makes the description box appear. comments appear below the Comments box. ✓ Comments: Enter a comment in the Add a Comment box and click the Add button.
.
Writing File Comments and Descriptions
If you share a file with others. you can also enter a description of the file in the Properties window to help you collaborators understand what the file is all about. Along with the commenter’s name and the time of the comment. You can delete a comment by clicking its Delete link.

Sometimes you can’t coauthor a file in an Office Web App and have to coauthor it in an Office 2010 program instead. Depending on which Web App you’re working in. it isn’t always possible to work on the same file with someone else. and OneNote notebooks in Chapter 16. These pages explain how you can coauthor files that are stored on SkyDrive and find out who else is coauthoring a file. with Others on SkyDrive
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Figure 7-9: The Properties window offers places for writing a description and comments. Excel worksheets in Chapter 12. or Coauthoring. to coauthor a file.
. The particulars of coauthoring Word documents are examined in Chapter 10. You also discover what to do when you get locked out of a file. PowerPoint presentations in Chapter 14.Chapter 7: Collaborating.
When you can and can’t coauthor
Whether and how you coauthor files depends on the Office Web App you’re working in. Sometimes you have to open the file in an Office 2010 program. Table 7-3 describes when you can and can’t coauthor files in Office Web Apps and Office 2010 programs. not a Web App.
Coauthoring Files Shared on SkyDrive
Microsoft uses the word coauthor to describe what happens when two people work on the same file simultaneously.

both editing in Excel 2010. Two people. One person in PowerPoint Web App and the other in PowerPoint 2010 can’t coauthor the same presentation. Two people both working in Word 2010 can coauthor the same document. One person in Excel Web App and the other in Excel 2010 can’t coauthor the same worksheet. More than one person can coauthor the same notebook in OneNote Web App. can’t coauthor the same worksheet.120
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Table 7-3
User #1 Word Word Web App
Coauthoring Files Stored on SkyDrive
User #2 Word Web App Description More than one person can’t coauthor the same document in Word Web App. both working in PowerPoint 2010. can coauthor the same presentation. Two people can’t coauthor the same presentation in PowerPoint Web App. More than one person can coauthor the same worksheet in PowerPoint Web App. Two people. One person in Word Web App and the other in Word 2010 can’t coauthor the same document. Coauthoring? No
Word Web App
Word 2010
No
Word 2010
Word 2010
Yes
Excel Excel Web App Excel Web App Yes
Excel Web App
Excel 2010
No
Excel 2010
Excel 2010
No
PowerPoint PowerPoint Web App PowerPoint Web App PowerPoint Web App PowerPoint 2010 No
No
PowerPoint 2010
PowerPoint 2010
Yes
OneNote OneNote Web App OneNote Web App Yes
.

Getting locked out of a shared file
As Table 7-3 (earlier in this chapter) explains. and OneNote 2010. go to the View tab and choose Show Authors to see who authored notes. And you can coauthor files in Word 2010. You can’t find out who is currently editing a OneNote notebook. In OneNote 2010. Follow these instructions to see who is coauthoring a file: ✓ In Excel Web App: The lower-right corner of the Office Web App window tells you how many people are coauthoring a file. but not in Word Web App or PowerPoint Web App. it’s easy to find out who is coauthoring a file with you.Chapter 7: Collaborating. with Others on SkyDrive
User #1 OneNote OneNote Web App OneNote 2010 One person in OneNote Web App and the other in OneNote 2010 can coauthor the same notebook. Yes User #2 Description Coauthoring?
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OneNote 2010
OneNote 2010
Yes
Finding out who your coauthors are
Except when you’re working in OneNote Web App or OneNote 2010. choose Info. Two people. As shown in Figure 7-10. the number next to the Authors icon tells you the number of coauthors. ✓ In Word 2010 and PowerPoint 2010: On the status bar. both working in OneNote. In OneNote Web App.) By moving the pointer over initials. PowerPoint 2010. but not Excel 2010. you can read the author’s name and when the note was written or edited last. as shown in Figure 7-10. you can coauthor files in Excel Web App and OneNote Web App. The name of its author appears beside each note. but you can get the names of people who wrote notes.
. or Coauthoring. 2010 can coauthor the same workbook. Click the Authors icon to see a pop-up list with coauthors’ names. you can click this notice to see a pop-up window that lists the Windows Live IDs of the other coauthors. (Go to the View tab and click the Hide Authors button if you don’t see authors’ initials. authors’ initials appear beside their notes. You can also go to the File tab. and see your coauthors’ names in the Information About window.

already open in Word. or PowerPoint 2010: In this scenario. Excel. You see the message box at the top of Figure 7-11. All you can do is click
. the file you want to open in an Office Web App is already open in an Office 2010 program. or PowerPoint Web App.122
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Figure 7-10: Seeing who else is coauthoring a file in Excel Web App (top) and Word 2010 (bottom).
Click to see who your coauthors are
Here are scenarios for what happens if you try to open a file on SkyDrive that is already open in an incompatible program: ✓ Want to open in Word. Excel.

the file you want to open in an Office 2010 program is already open in an Office Web App. Choose an option and click OK: • View a Read-Only Copy: The file opens in read-only mode. ✓ Want to open in Word 2010. you see the message box in the middle of Figure 7-11. If you try to open the file in an Office 2010 from the get-go. or PowerPoint 2010. or PowerPoint Web App: In this scenario. If the file is already open in your browser window and you try to open it by clicking the Open In button. and you can’t open it in an Office 2010 program. Excel Web App.
123
Figure 7-11: Locked out! What’s a person to do?
. Excel. All you can do is click OK and keep editing in your browser. • Save and Edit a Copy of the File: The Save As dialog box opens so that you can save a copy of the file to work on. with Others on SkyDrive
OK in the message box and come back later when your colleague finishes working on the file in Word. Excel 2010. you see the File In Use message box shown at the bottom of Figure 7-11. You can examine but not edit the file unless you click the Save As button and save it under a different name. already open in Word Web App.Chapter 7: Collaborating. or PowerPoint 2010. The copy is saved in the same SkyDrive folder as the original. or Coauthoring.

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.

If your coworker answers “yes.
S
.Chapter 8
Sharing Files in SharePoint
In This Chapter
▶ Getting ready to use SharePoint ▶ Going to a SharePoint Web site ▶ Navigating a SharePoint Web site ▶ Stocking the SharePoint library ▶ Coauthoring files with others ▶ Exploring other SharePoint features
harePoint 2010 is a software product by which people who work together can collaborate and share information. you share them on a Web site. Administrators have the option of making Office Web Apps available on a SharePoint Web site. and continents — but not different planets — can work conveniently together. If your coworker answers “yes” again. ask the person nearest you whether your company shares files via SharePoint. which by coincidence happens to be the subject of this chapter. Think of SharePoint as a digital office. Whether your SharePoint Web site offers the Office Web Apps depends on its administrator. countries. Rather than gather in the conference room to share files and ideas. you’re in luck because you can collaborate and even coauthor documents using either the Office programs or the Office Web Apps on your company’s SharePoint site. and discuss their work with one another. If you’re reading this in an office or cubicle.” ask your coworker whether the Office Web Apps are installed on the company’s SharePoint site. Coworkers can share files. Before trying your hand with the Office Web Apps. list tasks that need to be done. Coworkers in different states. make sure they are available on your company’s Web site.

org.
Figure 8-1: The Home page of a SharePoint Web site. as well as for handing out passwords and giving permission to do different tasks. you must first obtain the following from the administrator.com. ✓ A password: A password for gaining admission. Usually you get this information in an e-mail message. or . Typically. These Web sites are maintained on a company intranet or on the Internet. the username and password that you use to log in to the SharePoint site are the very same username and password that you use to log in to your computer. the person responsible for letting people into the Web site or barring the door.
To visit a SharePoint Web site and share files.
.net. ✓ The address of the SharePoint Services site: The URL of the SharePoint site. If it’s located on the Internet.126
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Getting Equipped and Getting Started
To use SharePoint. ✓ A username: A name that identifies you to the Web site. the address typically ends with . you must have access to a SharePoint Web site similar to the one shown in Figure 8-1. Each Web site has an administrator. . the address is http://companyweb if the site is located on a company intranet. Often.

For example.
. ✓ Department URL: Enter a URL that includes your department’s name in your Web browser’s address box. 2. 3. click the hyperlink in the e-mail to visit the site. no matter where you go in the SharePoint Web site. lists.Chapter 8: Sharing Files in SharePoint
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Visiting a SharePoint Web Site
If you received an e-mail invitation to join the SharePoint site.
Getting from Place to Place on the Web Site
Figure 8-2 shows a typical SharePoint Web site with a Navigation bar along the top of the site and. The Search box is always available in the upper-right corner of the screen.mycompany. com/HR/. if your company’s portal is www. Use these techniques to find the documents you want to work with: ✓ Navigation bar: Look for and open or select a menu or link on the Navigation bar.mycompany. Open your Web browser.com. SharePoint makes it pretty easy for administrators to customize these sites. your department’s URL could be www. enter your username and password and then click OK. and you work in the Human Resources Department. follow these steps to gain entry to a SharePoint Web site: 1. so your SharePoint Web site may look different from this one. You arrive at a Search results page. links to libraries. Enter the address of the SharePoint site in the Address box and press Enter. on the left side. and discussions. If a Connect To dialog box appears. Otherwise. where you may be able to click a link to find the document you want to work on. ✓ Search box: Enter a search term in the Search box and press Enter. you land on the Web site’s Home page (refer to Figure 8-1). Provided that you entered the correct username and password.

and click the Open button.128
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Navigation bar Libraries Search box
Figure 8-2: Component parts of a SharePoint Web site.
. Locate the file you want to upload. In the Upload Document window.
Lists
Uploading Documents to the SharePoint Library
Uploading means to send a file across an intranet or the Internet to a Web server so that others can view. You see the Choose File to Upload dialog box. click the Browse button. which presents folders and files on your computer. open. on the Ribbon (click the Documents tab to see it). and download it. Starting in the Shared Documents folder (or one of its subfolders). Click OK in the Upload Document window. click the Upload Document button. select it. use one of these techniques to upload a file or files from your computer to a folder on the SharePoint site: ✓ Uploading one file: Click the Add Document link (located below the last document) or.

✓ Edit in Browser: Opens the file in an Office Web App so that you can edit it. Drag files into the Drag Files and Folders Here portion of the dialog box. PowerPoint 2010.Chapter 8: Sharing Files in SharePoint
✓ Uploading many files: Open the drop-down list on the Upload Document button and choose Upload Multiple Documents. PowerPoint. ✓ Uploading from inside an Office 2010 program: On the File tab. or OneNote 2010. Excel.
Opening Office Files in a SharePoint Site
To open an Office 2010 file from a SharePoint site. as shown in Figure 8-4. If the Office program asks for them. Then choose one of these options: ✓ View in Browser: Opens the file in an Office Web App. Then select Shared Documents in the dialog box and click the Save button. Excel 2010.
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Figure 8-3: You can upload several files by dragging their icons into this dialog box. The Save As dialog box appears. Choose a location (or click the Browse for a Location button) and then click the Save As button. You go to the Upload Document window. enter your username and password. locate the document in the Document Library and open its drop-down list. ✓ Edit in Microsoft Word. You can view the file but not edit it (unless you click the Open In or Edit in Browser button).
. as shown in Figure 8-3. choose Save & Send and then choose Save to SharePoint in the Save & Send window. You can also click the Browse For Files Instead link and choose the files to upload in a dialog box. or OneNote: Opens the file in Word 2010.

. that’s who. Working alongside others takes some getting used to. words and numbers appear on-screen as if by magic.
Coauthoring Files on a SharePoint Site
Microsoft uses the word coauthor to describe what happens when two or more people work on the same file at the same time. Table 8-1 looks at whether and how two or more people can coauthor a file using the Office Web App and Office 2010 programs. Who is entering those words or numbers? A colleague who is working right along with you on the file.130
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If you don’t see the View in Browser or Edit in Browser options. your administrator hasn’t installed the Office Web Apps on your company’s SharePoint Web site. In the case of Excel worksheets and OneNote notebooks.
When you can and can’t co-author
Some Office Web Apps are better than others in the matter of coauthoring files.
Figure 8-4: Options for opening Office files on a SharePoint Web site. These pages look at whether more than one user can coauthor a file stored on a SharePoint site and how to tell who your coauthors are.

can coauthor the same workbook. can’t coauthor the same worksheet. Two people. both working in OneNote 2010. Two people. One person in PowerPoint Web App and the other in PowerPoint 2010 can’t coauthor the same presentation. One person in Word Web App and the other in Word 2010 can’t coauthor the same document. both working in Word 2010. can coauthor the same presentation. both editing in Excel 2010. Coauthoring? No No
Word 2010
Yes
Excel Excel Web App Excel Web App Excel 2010 Excel Web App Excel 2010 Yes No
Excel 2010
No
PowerPoint PowerPoint Web App PowerPoint Web App PowerPoint 2010 OneNote OneNote Web App OneNote Web App OneNote 2010 OneNote Web App OneNote 2010 OneNote 2010 Users can coauthor the same notebook in OneNote Web App. Users can coauthor the same worksheet in PowerPoint Web App. Yes Yes PowerPoint Web App PowerPoint 2010 PowerPoint 2010 Users can’t coauthor the same presentation in PowerPoint Web App. both working in PowerPoint 2010. Two people. can coauthor the same document.Chapter 8: Sharing Files in SharePoint
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Table 8-1
User #1 Word Word Web App Word Web App Word 2010
Coauthoring Files Stored on a SharePoint Web Site
User #2 Word Web App Word 2010 Description Users can’t coauthor the same document in Word Web App. One person in Excel Web App and the other in Excel 2010 can’t coauthor the same worksheet. No No
Yes
Yes
. Two people. One person in OneNote Web App and the other in OneNote 2010 can coauthor the same notebook.

click the Show Authors button to see who authored notes. Follow these instructions to see who is coauthoring a file: ✓ In Excel Web App: Glance at the lower-right corner of the window to see a notice that tells you how many people are working on the file. you receive an error message like the one in Figure 8-5. The Require Check Out setting must be set to No for coauthoring to work. (Go to the View tab and click the Hide Authors button if you don’t see authors’ initials). As shown in Figure 8-6. you can find out who wrote or last edited a note. In OneNote 2010. ✓ In Word 2010 and PowerPoint 2010: Look to the status bar to see how many people are editing the file. In OneNote. ask your administrator to check the setting for you.
Finding out who your collaborators are
No doubt you want to know who is coauthoring alongside you in Office Web Apps and Office 2010 programs. you can see the author’s name in a pop-up box. but you can’t see who is coauthoring a file. This setting is located in the Versioning Settings page (which you can get to by clicking a link on the Library Settings main page). but by moving the pointer over initials.
. you can see a pop-up message like the one in Figure 8-6 with the names of your coauthors. On the View tab in OneNote Web App.
Figure 8-5: This file is checked out. If you don’t see the Versioning Settings page.132
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If you try to open a file but it is checked out. you can click the status bar notice to see a pop-up message with your collaborators’ names. only the authors’ initials appear beside their notes. You see author names next to notes. You can tell when a document is checked out because its icon changes to indicate that it’s currently checked out. By clicking the notice.

or Multipage Meeting workspace. Decision Meeting. you can create a Document. link. ✓ People and Groups: Use this window to store and obtain your coworkers’ contact information. ✓ Lists: Use announcement. Wiki and Blog sites are also available. download. Upload. ✓ Surveys: Conduct a survey of coworkers to gauge people’s opinions and establish goals and objectives. ✓ Sites: Use the Sites window to create more workspaces for sharing files and otherwise collaborating. calendar. SharePoint offers these amenities to people who live far apart but want to work closely together: ✓ Pictures: Use the Picture Libraries to share photographs with coworkers. For example. Meeting. and task lists to manage your work and deadlines better. Social Meeting.
. and view photographs by using the same techniques that you use to share files. ✓ Discussions: Hold newsgroup-style discussions to iron out the problems that engage you at work. The Links list is for listing Web sites that are of use to the people you work with. No gossiping is allowed.134
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Other Ways to Collaborate at a SharePoint Site
Besides file sharing.

Part III
Word Web App
.

ord Web App. you explore the nooks and crannies of Word Web App. and create tables. Coauthoring with Word Web App is a bit trickier than coauthoring is with the other Office Web Apps. Part III tells you how to create documents with Word Web App.
. . is the official word processor of the Office Web Apps. In Part III. a cousin of Microsoft Word. . use styles.W
In this part . and Part III explains all you need to know about coauthoring.

I thought of calling this chapter “Word Web App: Making the Best of It. For readers who don’t care to make the long. If you have even a brushing acquaintance with Word 2010 (or earlier editions of Word).” To make the best of it. It also describes how to open and close files. (Tools that Word Web App has in common with the other Office Web Apps are described in Chapter 4. you will be disappointed by Word Web App. I lament how the Office Web Apps aren’t nearly as useful as their namesakes in Office 2010. I’m sorry to report that Word Web App. and takes you on a tour of the Word Web App screen. has the most shortcomings. of all the Office Web Apps.Chapter 9
Up and Running with Word Web App
In This Chapter
▶ Creating a new document ▶ Looking at the differences between Word Web App and Word 2010 ▶ Exploring the Word Web App screen ▶ Navigating in a document ▶ Getting a different view of your work
lsewhere in this book. to-the-point instructions for creating a document with Word Web App:
. here are short. examines the differences between it and Word 2010. arduous journey to Chapter 2.)
E
Creating Documents with Word Web App
Chapter 2 describes how to create new files with Word Web App and the other Office Web Apps. You also find out how to switch between Editing and Reading View. this chapter introduces you to Word Web App.

Comparing Word Web App to Word 2010
Word Web App doesn’t offer anywhere near the number of features as Word 2010. new document opens just for you. Table 9-1 lists features in Word 2010 that aren’t available in Word Web App. Notice that Word Web App offers a mere four tabs on its Ribbon. 2. Enter a name for your document. you can see the same document in Word Web App (top) and Word 2010 (bottom). 3.138
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1.
Figure 9-1: Word Web App (top) and Word 2010 (bottom). So that you know what you’re missing. you can’t use any of the features listed in Table 9-1 to edit a Word document. A pristine. whereas Word 2010 offers eight. In the figure. Click the Save button.
. Click the New link and choose Word Document on the drop-down list. The New Microsoft Word Document window opens. as a glance at Figure 9-1 shows. Except by clicking the Open In Word button in Word Web App and opening your document in Word 2010.

ovals. fields. and put borders on pages
(continued)
Page Background
. choose background colors for pages. arrows. and page breaks Draw lines. and building-block text Display a WordArt image on a page Create a drop capital letter Enter the current date and time Create OLE links Draw an equation with the Equation Editor tools Enter a symbol or foreign character in text Choose an all-encompassing look for a document Establish the margin size. blank pages. and other shapes Create diagrams Create a chart for displaying data Take a picture of a screen or a portion of a screen Mark parts of a document with bookmarks Create cross-references to headings.Chapter 9: Up and Running with Word Web App
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Table 9-1
Feature Home tab Line Spacing Sort Show/Hide Replace Selection Pane Insert tab Pages Shapes SmartArt Charts Screenshot Bookmark Cross-reference Headers and Footers Page Number Text Box Quick Parts WordArt Drop Cap Date & Time Object Equation Symbol Page Layout Themes Page Setup Breaks Line Numbers Hyphenation
Word 2010 Features Not Available in Word Web App
Description Change the amount of space between lines of text Sort lists in alphabetical or numeric order Display hidden formatting symbols Find words or phrases and replace them with other words or phrases Select items in the Selection and Visibility pane Create cover. page size. rectangles. and text Create header and footer text for pages Number the pages in documents Draw a text box for framing text Enter document properties. pages. and page orientation Insert page breaks Number the lines on the page Hyphenate words Create watermarks.

thesauruses. envelopes. even if the comments were created first in Word 2010. and document map Open secondary windows or split the screen as you work on a presentation Record and play macros Use the Research task pane services — the dictionaries. align. and rotate objects Description
* Comments don’t appear in Word Web App under any circumstances.140
Part III: Word Web App Table 9-1 (continued)
Feature Page Layout Paragraph Arrange References Table of Contents Footnotes Citations & Bibliography Captions Index Table of Authorities Mailings Envelopes and Labels Mail Merge Review and Edit Research Thesaurus Translate Word Count Comments* Tracking Changes Compare Protect document View Web Layout view Outline view Show/Hide Window Macros See how a document looks in a Web browser See headings only Display and hide the ruler. and labels Create a table of contents Insert footnotes Create a bibliography Caption figures and other objects Create an index Mark citations for tables Indent and determine the space between paragraphs Position. gridlines. group.
. and search engines Find a synonym for a word Translate text from one language to another Count the words in a document or text selection Enter comments in text Track editorial changes to documents Accept and reject editorial changes Examine and compare edits made by different people to the same document Prevent edits from being made Print addresses on envelopes and labels Print addresses and greetings for mass mailings on documents. wrap.

✓ File tab: Go to the File tab to take care of file-management tasks. and Redo buttons. Wherever you go in Word Web App. or press these keyboard shortcuts:
. you see the Quick Access toolbar. Insert. Word Web App is the only Office Web App that has a Save button and requires you to click the Save button to save your work. Undo. turn the mouse wheel (if your mouse has a mouse wheel).
File tab Quick Access toolbar The Ribbon
Figure 9-2: The Word Web App screen. use the scrollbars. ✓ The Ribbon: Select a tab on the Ribbon — Home.
Getting Around in Documents
To get from place to place in a document. View — to undertake a new task.Chapter 9: Up and Running with Word Web App
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Introducing the Word Web App Screen
Figure 9-2 shows you the different parts of the Word Web App screen. Here are descriptions of these screen parts: ✓ Quick Access toolbar: This toolbar offers the Save. ✓ Scroll bars: The scroll bars help you get from place to place in a document.

including images. and the like. Switch views early and often as you work on your document to see how it is shaping up:
Figure 9-3: Change views on the View tab: Editing View (left) and Reading View (right). Word Web App offers two views. tables. charts.142
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Key to Press PgUp PgDn Ctrl+Home Ctrl+End Where It Takes You Up the length of one screen Down the length of one screen To the top of the document To the bottom of the document
Changing Views
On the View tab. Figure 9-3 demonstrates the differences between the two views.
. one for editing and one for seeing a document with all its data intact.

The Ribbon appears and you can make edits. ✓ Reading View: Click the Reading View button to proofread your document. The document appears as it looks when printed. click the Edit in Browser button. Vector graphics such as drawings and shapes don’t appear but are instead indicated by placeholders — that is. The Ribbon doesn’t appear and you can’t make any edits. you see drawings. To return to Editing View. and objects as well as the text.
143
. by words enclosed by brackets. such as [Drawing] or [Shape]. pictures.Chapter 9: Up and Running with Word Web App
✓ Editing View: Click the Editing View button (or the Edit in Browser button if you’re starting in Reading View).

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.

This chapter also looks at how to coauthor a file with someone else in Word 2010. you can use it only to touch up documents that you created in Word 2010 and view document online. Drag over the words. You also find a bit of gratuitous advice about how to select text.
Selecting Text
Before you can do much of anything to text — apply a style. and click the end of the text. . hold down the Shift key.
. . . . Double-click the word.Chapter 10
Advanced Word Web App Techniques
In This Chapter
▶ Selecting text and paragraphs ▶ Applying a style to text ▶ Creating and editing tables ▶ Coauthoring documents alongside others in Word 2010
A
s I mention at the start of the previous chapter. A word A few words A block of text All text Do This . Click the start of the text. Word Web App has a number of shortcomings. I tell you how to assign styles to text and work with tables. Press Ctrl+A. move text — you have to select it. Use these techniques to select text: To Select . This chapter explains a couple of tasks that Word Web App is good at doing. Realistically. delete text.

✓ Linked (paragraph and character) styles: Apply paragraph formats as well as text formats throughout a paragraph (or more than one paragraph if you select more than one before choosing a paragraph style). fuzzy feeling. for example — all look the same. Styles save time and make documents look more professional.146
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All about Styles
A style is a collection of formatting commands assembled under one name. It would certainly be nice if Word Web App were more forthcoming in telling you what styles do. or linked styles.
. When readers see that headings and paragraphs are consistent with one another across all the pages of a document. if you select — that is. you give many formatting commands simultaneously. ✓ Character styles: Apply to text. (You can find more about built-in styles in the upcoming section “Styles and templates. All you can do is take a hint from the style’s name (maybe) to understand what kind of style you’re dealing with. and you spare yourself the trouble of choosing many different commands to format text. You select text before you apply a character style. Sorry.”)
Types of styles
Word Web App (and Word 2010) makes a distinction between three types of styles: ✓ Paragraph styles: Determine the formatting of entire paragraphs. not to paragraphs. Headings assigned the same style — Heading1. Choosing a paragraph style changes font settings and text layouts throughout the paragraph where the cursor is (or for more than one paragraph. But applying a style that’s already built in is easy enough. In Word 2010. Its Style gallery doesn’t tell you which styles are paragraph. whereas “Heading 3” is almost certainly a style that applies to entire paragraphs. or linked style because symbols in the Styles gallery tell you as much. For example. a style called “emphasis” is likely to be a character style that italicizes words. as you can in Word. When you apply a style. Word Web App isn’t that sophisticated. you can’t create a new style or modify styles in Word Web App. they get a warm. character. character style. highlight — more than one before choosing a paragraph style). and your style choice applies only to the text you selected. you can tell right away whether a style is a paragraph.

• A word or phrase (character style): Select the word or phrase. Word Web App places its own styles in the Styles gallery alongside styles that are native to the document. open the Styles gallery and choose a style. Because paragraph and linked styles apply throughout a paragraph.) When you upload a document and open it in Word Web App. Documents you create with the Word Web App are made from the Normal template. Follow these steps: 1. Select the part of your document that you want to apply the style to. As mentioned previously. Documents that you upload from your computer to SkyDrive or a SharePoint Web site retain their styles. new Word documents are created with the template associated with the Document Library.
Applying a style
Enough already about style types and templates. • More than one paragraph( paragraph or linked style): Select all or part of the paragraphs. as shown in Figure 10-1. All you have to do is click in a paragraph to apply a paragraph or linked style throughout. Paragraph and linked styles apply to the entire paragraph that the cursor is in. By now you must be aching to apply a style to part of your document. The style you choose will be applied only to the word or phrase you selected. you can select part of a paragraph. and every document comes with built-in styles that it inherits from the template with which it was created. Word Web App gives you two ways to select a style: • Styles gallery: On the Home tab.Chapter 10: Advanced Word Web App Techniques
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Styles and templates
Documents are created from templates.
. You see the same styles — and you also see styles from the Normal template that Word Web App loaded in the Styles gallery. What you select depends on the type of style you want to apply. you can’t create or change any of these styles in Word Web App. (In SharePoint. “Selecting Text” explains how. Select a style. • A paragraph (paragraph or linked style): Click in the paragraph. Earlier in this chapter. 2. You don’t have to select all of it. you see the same styles on the Style gallery that you saw when you opened the document in Word 2010. This is the same vanilla-flavored template that is used to create documents in Word 2010 when you create a new document by pressing Ctrl+N or choosing Blank Document in the Available Templates window.

go to the Home tab. open the Styles gallery and choose Apply Styles. Select a style and click OK. The Clear All command is also available in the Styles gallery. Whichever style is selected in the gallery is the one that has been applied to the text. click in the text.
. and open the Styles gallery. Choosing Clear All applies the Normal style to text and removes all character styles such as boldface and italics.148
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• Apply Styles dialog box: On the Home tab. The Apply Styles dialog box appears.
Don’t like the style you selected? Click the Undo button and start all over.
Determining which style is in use
How can you tell which style has been applied to a paragraph or text? Sometimes you need to know which style is in play before you decide whether applying a different style is necessary.
Figure 10-1: Apply styles with the Apply Styles dialog box (left) or Styles gallery (right). go to the Home tab and click the Clear All button. To find out which style has been applied to text. To clear a paragraph of all style formatting.

A table is a great way to plead your case or defend your position.
Figure 10-2: Point and click to choose how many columns and rows you want in your table. Getting all the columns to fit. tables are a chore. On the Insert tab. enter text in tables. Point in the table to indicate how many columns and rows you want. and format tables. After you create your table. Click in your document where you want the table to be.Chapter 10: Advanced Word Web App Techniques
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All about Tables
The best way to present a bunch of data at one time is to do it in a table. Viewers can compare and contrast the data. as shown in Figure 10-2. As everyone who has worked on tables knows.
Creating a table
Follow these steps to create a table: 1. 2. Go to this tab to format your table. making columns and rows the right width and height. and editing the text in a table isn’t easy. 4. Click and release the mouse button. change the number and size of columns and rows. 3. They can compare Elvis sightings in different cities or income from different businesses. This chapter explains how to create tables. as shown in Figure 10-3.
. and delete rows and columns. A drop-down table appears. the (Table Tools) Layout tab appears. insert rows and columns. They can contrast the number of socks lost in different washing machine brands. click the Table button. Readers can refer to a table to get the information they need. lay out tables. however.

you have to select them. use these techniques to select parts of a table: ✓ Selecting cells: Click in a cell to select it. On the (Table Tools) Layout tab (refer to Figure 10-3). rows. you can start entering text and numbers. Here are some shortcuts for moving the cursor in a table: Press Tab Shift+Tab ↓ ↑ Moves the Cursor to Next column in row Previous column in row Row below Row above
Selecting different parts of a table
It almost goes without saying. or diddle with table cells.
Entering the text and numbers
After you’ve created the table. alter. or columns. You can select several adjacent cells by dragging over them. but before you can reformat.150
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Figure 10-3: Visit the (Table Tools) Format tab to edit and alter tables.
. All you have to do is click in a cell and start typing.

You can also right-click and choose Delete➪Delete Row on the shortcut menu. To select more than one row. choose Insert on the shortcut menu that appears. You can also right-click and choose Select➪Select Row on the shortcut menu that appears. You can also right-click and choose Delete➪ Delete Column on the shortcut menu that appears. On the (Table Tools) Layout tab (refer to Figure 10-3).
. To insert two columns. ✓ Deleting columns: Click in the column you want to delete and click the Delete Column button. and choose an Insert Row command on that shortcut menu. To insert a row at the end of a table.
151
Inserting and deleting columns and rows
The trick to inserting and deleting columns and rows is to correctly select part of the table first. select cells in the columns before clicking the Select Column button. select cells in the rows before clicking the Select Row button. for example. You can also right-click. use these techniques to insert and delete columns and rows: ✓ Inserting columns: Select a column or columns and click the Insert Left or Insert Right button. choose Insert. You can insert more than one column or row at a time by selecting more than one column or row before giving the Insert command. To select more than one column. select two columns and click the Insert Left or Insert Right button. You can also right-click. and choose an Insert Column command on the submenu.Chapter 10: Advanced Word Web App Techniques
✓ Selecting rows: Click in the row and click the Select Row button. ✓ Selecting columns: Click in the column and click the Select Column button. ✓ Deleting rows: Click in the row you want to delete and click the Delete Row button. You can also right-click and choose Select➪Select Table on the shortcut menu. ✓ Inserting rows: Select a row or rows and click the Insert Above or Insert Below button. ✓ Deleting a table: Click in the table and then click the Delete Table button. ✓ Selecting a table: Click the Select Table button. You can also right-click and choose Select➪Select Column on the shortcut menu that appears. move the pointer into the last cell in the last row and press the Tab key.

use one of these techniques: ✓ Move the pointer over the Authors icon on the status bar. Chapter 8 explains SharePoint.
Coauthoring Word Documents
Microsoft uses the term coauthor to describe when two people work on a file simultaneously at Windows Live or a SharePoint Web site. choose Info.
. click and start dragging.
Aligning text in columns
Aligning text in columns is a matter of selecting a column and clicking an Alignment button — Align Left. (Chapter 2 explains how to open a Word document in Word Web App and Word 2010.)
Seeing who your coauthors are
To see who your coauthors are in a Word document that you have opened in Word 2010 or a SharePoint Web site. As far as the simultaneous coauthoring of Word documents goes. A pop-up box tells you the name of people who are also working on the document. Move the pointer onto a column or table border. The remainder of this chapter looks at some peculiarities of coauthoring Word documents with colleagues at Windows Live or a SharePoint Web site. Chapters 6 and 7 explain Window Live. and when the pointer changes into a double-headed arrow. You can’t change the height of a row (although that happens automatically if you add enough text to a cell in a row). but you can widen or narrow columns and the table itself by dragging. Center. or Align Right. The Information About window lists the names of your coauthors.152
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Changing the width of columns and the table
Word Web App makes columns wider to accommodate text as you enter it in a table. tug and pull until the column or table is the right size. You can find these buttons on the (Table Tools) Layout tab. you can do it. ✓ On the File tab. Microsoft does not permit two people to coauthor a file at the same time in Word Web App. but only if both authors have opened the document in Word 2010. Tug and pull.

Word 2010 marks the change by putting the name of the coauthor who made it to the left of the paragraph.
Figure 10-4: This document needs updating. Coauthors’ names do not appear to the left of paragraphs unless you are in Print Layout view.
. click the Print Layout button on the status bar or go to the View tab and click the Print Layout button. If necessary. switch to Print Layout view to see coauthors’ names next to paragraphs they edited. as shown in Figure 10-4.Chapter 10: Advanced Word Web App Techniques
Later in this chapter. “Communicating with a coauthor” tells you how to get in touch with someone who is editing a Word document simultaneously with you.
Seeing names to the left of a paragraph is your cue to synchronize your document with your coauthor’s by following these steps: 1. To switch to this view. you can’t make changes to the paragraph unless you synchronize your version of the document with your coauthor’s version.
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Synchronizing a Word document
When one of your coauthors makes changes to a paragraph in a file that you’re also working on. While this name appears in the left margin.

✓ Unblocking paragraphs: Select all or part of the paragraphs you want to unblock. you can tell whether your document needs synchronizing by looking on the right side of the status bar. If you see the message “Updates Available. You can tell when a paragraph has been blocked for editing because the blocked symbol appears next to the coauthor’s name to the left of the paragraph. Click the Save button (or press Ctrl+S). and click the Block Authors button. Your document is up-to-date. After you click the button.154
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Blocking others from editing a paragraph
A coauthor who doesn’t want others to edit a paragraph can block it from being edited. a message on the status bar says. “Word is refreshing the document. 2.) ✓ Unblocking all paragraphs: Open the dropdown list on the Block Authors button and choose Release All of My Blocked Areas.” and the document on your computer is synchronized with your coauthors’.
.” your document is out of sync with your coauthors’. Green highlights appear in the document to show where your coauthors made their changes. Follow these instructions to block and unblock paragraphs: ✓ Blocking paragraphs: Select all or part of the paragraphs you want to block. (This button functions as a toggle.
Besides seeing coauthors’ names beside paragraphs. and clicking it a second time unblocks the paragraphs. Click the Save button to send your block instructions to the Web server. and on the Review tab. go to the Review tab. click the Block Authors button.

The Information About window opens. After you click the version’s name. Open a document version
. Follow these steps to open an earlier version of a document: 1.
Get in touch with a coauthor
Figure 10-5: Go to the Information About window to communicate with coauthors or open an earlier version of a document. Earlier versions are date. Go to the File tab and choose Info. as shown in Figure 10-5. unrevised (or less revised) copy. click the name of an earlier version of a document. In the Versions area at the bottom of the window. it opens in Word 2010. 2.and time-stamped so that you can identify them.Chapter 10: Advanced Word Web App Techniques
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Revisiting an earlier version of a Word document
Suppose you don’t like what your coauthors did to a document and you want to see an earlier.

deleted material appears in balloons on the right side of the screen and insertions are underlined. With the change selected. ✓ Reject all changes: Open the drop-down list on the Reject button and choose Reject All Changes in Document. The top of the window offers commands for comparing and restoring this document:
. The best way to handle change marks is to go through the document. ✓ See what the document would look like if you rejected all changes: Choose Original. ✓ Reject a change: Click the Reject button or open the drop-down list on the Reject button and choose Reject Change or Reject and Move to Next. do one of the following: ✓ Accept a change: Click the Accept button or open the drop-down list on the Accept button and choose Accept Change or Accept and Move to Next. insertions appear in balloons on the right side of the screen and a line appears through text that has been deleted. In Print Layout view. reject the changes you don’t care for. You can also right-click and choose Accept Change. Whatever your preference for accepting or rejecting changes. Fortunately. You get the original. and choose Accept All Changes Shown or Reject All Changes Shown. isolate the reviewer’s changes by clicking the Show Markup button. The marks can get in the way.156
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Reviewing a document with change marks
Reviewing a document with change marks isn’t easy. ✓ See more clearly where text was inserted in the document: Choose Original: Show Markup. By way of the Accept and Reject buttons. ✓ See what the document would look like if you accepted all changes: Choose Final. ✓ Accept all changes: Open the drop-down list on the Accept button and choose Accept All Changes in Document. To do so. That way. start by selecting a change. First. reviewing changes is only half as tedious. and selecting a reviewer’s name. Word offers the Display for Review menu on the Review tab for dealing with documents that have been scarred by change marks. You can also right-click and choose Reject Change. and when you have finished reviewing. Choose options on the Display for Review drop-down list to get a better idea of how your changes are taking shape: ✓ See more clearly where text was deleted from the original document: Choose Final: Show Markup. In Print Layout view. All change marks are stripped away and you see what your document would look like if you accepted all changes made to it. a precursor to the one that was on-screen when you visited the File tab. accept all the remaining changes. you can also accept or reject all changes made by a single reviewer. either click it or click the Previous or Next button on the Review tab to locate it in your document. Then open the drop-down list on the Accept or Reject button. choosing Reviewers.
What you see on-screen is a different Word document. pristine document back.

Clicking the Restore button overwrites the version of the document that was on-screen when you opened the File tab and opened an earlier version. The Review tab opens. and a comparison document on-screen at the same time. Click a coauthor’s name to open his or her contact card. the current document. and you can see the earlier version.
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Communicating with a coauthor
Sometimes it’s necessary to trade a word or two with coauthors as you put together a Word document. Word 2010 offers a shortcut to getting in touch with a coauthor: 1. You can get a phone number or e-mail address from the contact card. The Information About window opens. 3. Go to the File tab and choose Info. If you know your way around the Track Changes feature in Word.Chapter 10: Advanced Word Web App Techniques
✓ Comparing: Click the Compare button to compare the precursor document to the most recent one. you see the names of your coauthors. and choose what parts of the document to keep and discard. you can study the change marks. and then save the document under a different name. You see whatever information your coauthor has chosen to divulge about him. 2.
. Click the Expand button on the contact card. In the People Currently Editing area of the window. ✓ Restoring: Click the Restore button to make the version you opened the official version of the document.or herself (refer to Figure 10-5).

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.

Part IV
Excel Web App
.

and filter data.art IV is for number crunchers. This part explains what a worksheet is. use functions in formulas. . sort data.
. and how to make worksheets easier to read and understand. It describes how to crunch numbers and construct worksheets with Excel Web App. how to enter data in a worksheet. . You also discover how to write formulas.
P
In this part .

Click the New link and choose Excel Workbook on the drop-down list. and time data ▶ Editing data in a worksheet ▶ Changing a worksheet’s layout
his chapter introduces Excel Web App. formulate a budget. date. You see the New Microsoft Excel Workbook window. and how rows and columns on a worksheet determine where cell addresses are. Doing the setup work takes time. 2. and see how the numbers stack up.
T
Creating Workbooks with Excel Web App
Chapter 2 explains in excruciating detail how to create an Excel workbook with Excel Web App and how to open workbooks you already created. In case you haven’t visited Chapter 2. This chapter explains what a workbook and a worksheet are. And in case you’re a fan of Excel 2010. here are shorthand instructions for opening a workbook with Excel Web App: 1. All you have to do is kick off your shoes. you’re on Easy Street. sit back. but after you enter the numbers and tell Excel Web App how to tabulate them. You also discover tips and tricks for entering data in a worksheet and making a worksheet easier to understand and read. as well as numeric. Use the program to project profits and losses. The purpose of Excel Web App is to track and tabulate numbers.Chapter 11
Entering the Data
In This Chapter
▶ Creating an Excel workbook ▶ Understanding what a worksheet is ▶ Entering text. Excel Web App does the math for you. or analyze Elvis sightings in North America.
. Enter a name for your workbook. this chapter outlines the differences between the Excel Web App and its cousin Excel 2010. the official Office Web App number cruncher.

Table 11-1 lists features in Excel 2010 that aren’t available in Excel Web App. and Insert — on the Ribbon in the Excel Web App. ready for you to fill it with numbers. Click the Save button.
Comparing Excel Web App to Excel 2010
Excel Web App is an abridged version of Excel 2010.162
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3. If you want to use one of these features. A new workbook opens. Chapter 2 explains how to open and edit Excel workbooks in Excel 2010. you can edit a workbook in Excel 2010 by going to the Home tab in Excel Web App and clicking the Open in Excel button. It doesn’t have nearly as many features as Excel 2010. you’re out of luck unless you open your workbook in Excel 2010. as Figure 11-1 demonstrates. arrows. Don’t fret if you need one of the features listed in Table 11-1 for your Excel workbook. Home. and other shapes Create a SmartArt graphic Insert a mini-chart within a single cell Enter a symbol or foreign character in text
. ovals. You can find but three tabs — File. If Excel 2010 is installed on your computer. Excel 2010 offers no fewer than eight tabs on its Ribbon.
Table 11-1
Feature Home tab Cell Styles Conditional Formats Format As Table Insert tab Charts Clip Art Equation Picture PivotTable Screenshot Shapes SmartArt Sparklines Symbol
Excel 2010 Features Not Available in the Excel Web App
Description Apply a different look to selected cells Highlight and color-code cells that meet criteria Format part of a worksheet so it looks and works like a table Create a chart for displaying data Place clip-art images in worksheets Draw an equation with the Equation Editor tools Insert a picture or graphic image Create a PivotTable Take a picture of a screen or a portion of a screen Draw lines. rectangles.

create a custom view Freeze panes. split the window.
. error-check formulas Name cell ranges Use a function from the Function Library in a formula Choose an image for the worksheet background Hide and display gridlines Choose which part of a worksheet to print Scale a worksheet to make it fit on the page Display worksheets in portrait as well as landscape mode Choose an all-encompassing look for a worksheet Insert a text box in a worksheet Display a WordArt image on a worksheet Description
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* Comments don’t appear in Excel Web App under any circumstances. thesauruses. and arrange window Zoom in and out Enter comments about slides Examine and compare edits made by different people to the same workbook Proof foreign-language text Use the Research task pane services — the dictionaries.Chapter 11: Entering the Data
Feature Insert tab Text Box WordArt Page Layout Background Gridlines Print Area Scale to Fit Slide Orientation Themes Formulas Auditing Cell-range Names Functions Data Data Validation Duplicates External Data Group What-If Analysis Review Comments* Compare Language Research Spelling Thesaurus Translate View Macros Show Views Window Zoom Play macros Display the ruler and gridlines Switch to Normal or Page Layout view. and search engines Spell-check the worksheet Find a synonym for a word Translate text from one language to another Establish data-validation rules Remove duplicate rows Obtain data from sources outside the workbook Group data for quick analyses Use the Scenario Manager and Goal Seek commands Trace precedents and dependents in formulas. even if the comments were created first in Excel 2010.

Getting Acquainted with the Excel Web App
An Excel file is called a workbook. C.
. Each workbook comprises one or more worksheets. and so on) and rows (1. and so on).164
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Figure 11-1: Excel Web App (top) and Excel 2010 (bottom). a formula for calculating data. The rectangles where columns and rows intersect are cells. Figure 11-2 shows a worksheet with data about rainfall in different counties in Excel Web App. Sheet2. 3. B. A worksheet works like an accountant’s ledger — only it’s much easier to use. and each cell can hold one data item. 2. or nothing at all. At the bottom of the worksheet are tabs — Sheet1. and Sheet3 — for visiting the other worksheets in the workbook. also known as a spreadsheet. is a table where you enter data and data labels. Notice how the worksheet is divided by gridlines into columns (A. A worksheet.

Worksheet tabs
Each cell has a different cell address. the active cell. The important thing to remember is that each cell has an address whose
.Chapter 11: Entering the Data
Formula bar Active cell
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Figure 11-2: The Excel Web App screen. columns. All you have to do is make sure that the data and the formulas are entered correctly. the amount of rain in inches that fell in Sonoma County in the winter. People like myself who struggled in math class will be glad to know that you don’t have to worry about the math because Excel Web App does it for you. and so on. but a worksheet has numerous columns and over 1 million rows. If I were to change the number in cell B7. C7. In Figure 11-1. cell B7 holds 13. The rows are numbered. holds the formula =B7+C7+D7+E7. cell F7. the sum of the numbers in cells — you guessed it — B7.
Rows. D7. and E7. as the Formula bar at the top of the screen shows. then BA to BZ. and cell addresses
Not that anyone except an Enron accountant needs all of them. and columns are labeled A to Z. The beauty of Excel is that the program does all the calculations and recalculations for you after you enter the data. Meanwhile. then AA to AZ. Excel would instantly recalculate the total amount of rainfall in Sonoma County in cell F7.

. If you change your mind about entering data. To find a cell’s address. Click the cell where you want to enter the data or text label. you can make calculations throughout a workbook by using numbers from different worksheets in a calculation. Think of a workbook as a stack of worksheets. ↓). you can also press Tab or an arrow key (←. These pages explain how to enter data in a worksheet. 3. Press the Enter key to enter the number or label. you open a workbook.
Workbooks and worksheets
When you create a new Excel file. As shown in Figure 11-3.
Entering Data in a Worksheet
Entering data in a worksheet is an irksome activity. Why three worksheets? Because you might need more than one worksheet for a single project. The worksheets are called Sheet1. the second is B1. You need to enter cell addresses in formulas to tell the Excel Web App which numbers to compute.166
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name comes from a column letter and a row number. You can tell which cell is active because a black frame appears around it. →. a file with three worksheets in it. number. The currently selected cell is called the active cell. Excel Web App offers a few shortcuts to take the sting out of it. 2. and how to enter data in the form of a text label. ↑. press Esc to delete what you entered and start over. Type the data in the cell.
The basics of entering data
No matter what type of data you’re entering. Besides pressing the Enter key. Sheet2. or time value. click and start typing there. If you find typing in the Formula bar easier. make note of which column and row it lies in. and Sheet3. how the Excel Web App displays data in cells. The first cell in row 1 is A1. and so on. date. click tabs along the bottom of the Excel Web App window. To get from worksheet to worksheet. Fortunately. the basic steps are the same: 1. a square appears around the cell to tell you that the cell you clicked is now the active cell. Besides calculating the numbers in cells across the rows or down the columns of a worksheet.

Wrapping means to run the text down to the next line. You just can’t see the text or numbers except by glancing at the Formula bar. or here
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Figure 11-3: Entering data. and if the number still doesn’t fit in the cell. if the cell to the right contains data. the entry gets cut off. Nothing gets lost when it can’t be displayed on-screen.
How data displays in worksheet cells
Sometimes a data entry is too long to fit in a cell.Chapter 11: Entering the Data
Enter the data here . To solve the problem of text that doesn’t fit in a cell. To wrap text in cells. you see pound signs (###).
. Excel Web App lets the text spill into the next cell. widen or shorten the column (Chapter 12 explains how) or wrap the contents of the cell. much the way the text in a paragraph runs to the next line when it reaches the right margin. Excel Web App makes rows taller to accommodate wrapped text in a cell. ✓ Numbers: Excel Web App displays the number in scientific notation. and click the Wrap Text button. How Excel Web App accommodates these wide-load entries depends on whether data is in the cell to the right and whether you entered text or a number: ✓ Text: If the cell to the right is empty. go to the Home tab. select the cells. . . where the contents of the active cell can be seen in its entirety.

Table 11-2 also explains how to enter a number so that Excel Web App formats it for you. before Excel Web App can calculate the number of days between two dates. For example. with the dollar signs and decimal points lined up with other numbers in the column.168
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Formatting numbers.
Understanding data formats
Table 11-2 describes the data formats. you must choose the correct format for data. This is the default format for numbers. What’s more.00
. None. None. Number with dollar sign and two decimal places. the data for the calculation must be entered in the Date format. for Excel Web App to perform calculations correctly. These pages explain the different formats and how to choose a format for data in a worksheet. Enter 45%. Enter a dollar sign and then enter the number. and the Excel Web App assigns the Percentage format.
Table 11-2
Format General Example 44
Number Formats
Explanation No specific number format.00 $44. Enter $4. (Choose this option to strip formats from numbers. Excel Web App assigns a format automatically when you enter a number in a format it recognizes. and other values
Formats matter in worksheets because they make numbers and text easier to read and understand.25 and you get the Currency format. These formats are available on the Number Format drop-down list on the Home tab.00
Accounting
$ 44. for example.
Number Currency
44. Automatic Format Enter a number. Number with dollar sign and two decimal places. dates.) Number to two decimal places.

Enter the time in h:mm AM/PM or h:mm:ss AM/ PM format. 2010
Date expressed as day of the week.
Percentage
44. July 31.Chapter 11: Entering the Data
Format Short Date Example 31-Jul-09 Explanation Date expressed as a day. and the fraction. If you don’t enter a year. press the spacebar. If you don’t enter a year.44E+03 Total
Number in scientific notation. Number expressed as a fraction. Excel Web App enters the current year. m-d-yyyy. (Use this format for ZIP Codes and other labels that are composed of numbers. or d-mmm-yy format. a blank space.
Fraction
3/4
Enter a 0 or a whole number.00%
Number as percentage with two decimal places and percent sign. and seconds with a colon (:). minutes. None. Enter text. month. Excel Web App enters the current year. m-d-yyyy. This is the default format for text. minute. or d-mmm-yy format. to enter 3⁄8. and type 3/8. day. For text and for numbers to be treated as text. and year. Enter the date in m/d/yy. Automatic Format Enter the date in m/d/yy.
Time
12:00:00 AM
Time expressed in the hour. Enter a percent sign (%) after the number. Separate hours.)
Assigning a format to data
Follow these steps to choose a format for data you entered or will enter in worksheet cells:
. type a 0. For example. and year. and seconds.
Scientific Text
4.
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Long Date
Saturday. month. Enter AM or PM.

As shown in Figure 11-4. “Selecting cells in a worksheet” describes all the techniques for selecting cells. and choose Paste Formatting. 2. open the drop-down list on the Paste button. select the cell or cells that need a formatting change. click the Number Format button.
Displaying decimal places in numbers
Select cells and click these buttons on the Home tab to determine how many decimal places appear in numbers: ✓ Increase Decimal: Increases the number of decimal places by one.
. a drop-down list with formats appears. click it. Select the cells. ✓ Decrease Decimal: Decreases the number of decimal places by one. Choose a format on the drop-down list. Table 11-1 explains the formats. drag across them with the mouse. On the Home tab. Earlier in this chapter.
3. click the Copy button on the Home tab. Later in this chapter. To select one cell.
Figure 11-4: Choosing a format for a data entry. Here’s a shortcut for formatting cells: Select a cell with the format you want to copy.170
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1. to select several cells.

Click and drag down the row numbers to select several adjacent rows.Chapter 11: Entering the Data
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Editing Worksheet Data
Creating the perfect worksheet is more of a wrestling match than a stroll through the park. These pages explain how to be a better wrestler. To edit data you entered in a cell.
Selecting cells in a worksheet
Before you can format. and select. press Shift+Spacebar to select the row where the active cell is. Doing so places the cursor squarely in the cell. copy. Here are ways to select cells and the data inside them: ✓ Adjacent cells in a row or column: Drag across the cells. where you can start deleting or entering numbers and text. move. or format numbers and words in a worksheet. move around in a worksheet. They tell you how to edit a data entry. ✓ Click the cell and press F2. You can also click in one corner and Shift+click the opposite corner.
Editing data entries
Not everyone enters data correctly the first time. move. ✓ A block of cells: Drag diagonally across the worksheet from one corner of the block of cells to the opposite corner. delete. ✓ A row or rows: Click a row number to select an entire row.
. you edit the data on the Formula bar. This technique also lands the cursor in the cell. and copy data. ✓ A column or columns: Click a column letter to select an entire column. Press Ctrl+Spacebar to select the column that the active cell is in. With this technique. you have to select the cells in which the numbers and words are found. do one of the following: ✓ Double-click the cell. delete. Click and drag across letters to select adjacent columns. ✓ Click the cell you want to edit.

click the Cut or Copy button. it is sometimes necessary to delete. and move cell contents. open the drop-down list on the Paste button and choose Paste Values. on the Home tab. you can use these techniques to get from place to place in a worksheet: ✓ Scroll bars: Use the vertical and horizontal scroll bars to move to different areas. . Here are instructions for doing these chores: ✓ Deleting cell contents: Select the cells and then press the Delete key. →. Drag the scroll box to cover long distances. To copy or move formula results without copying the formulas themselves.
. . Clicking that button deletes cells as well as their contents. Excel Web App offers keyboard shortcuts for jumping around. (Avoid the Delete button on the Home tab for deleting cell contents. and moving data
In the course of putting together a worksheet. turn the wheel to quickly scroll up and down. . Table 11-3 describes these keyboard shortcuts. . Then click where you want the first cell of the block of cells you’re copying or moving to go and click the Paste button. copy.
Moving around in a worksheet
Going from place to place gets progressively more difficult as a worksheet gets bigger. Luckily for you. copying. ✓ Scroll wheel on the mouse: If your mouse is equipped with a scroll wheel. Home Ctrl+Home Ctrl+End ←. the first cell in the worksheet To the last cell in the last row with data in it To the next cell Up or down one screen’s worth of rows
As well as pressing keys. To column A To cell A1.172
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Deleting.
Table 11-3
Press . ↓ PgUp or PgDn
Keyboard Shortcuts for Getting around in Worksheets
To move . ↑.) ✓ Copying and moving cell contents: Select the cells and.

you can make data float at the top of cells rather than rest at the bottom.Chapter 11: Entering the Data
✓ The Find command: On the Home tab. Income and Expenses are left-aligned so that they stand out and make clearer what the right-aligned column labels below are all about. enter a search term. Select the cells whose alignment needs changing and follow these instructions to realign data in the cells: ✓ Changing the horizontal (side-to-side) alignment: On the Home tab. numbers in worksheets are right-aligned in cells. In Figure 11-5. Numbers and text sit squarely on the bottom of cells. for example. click the Find button. For example. You can align the data in cells in different ways. and text is left-aligned. and in the Find dialog box.
Experimenting with text formats
One of the easiest ways to make a worksheet easier to understand is to change the text formats. and you can center or justify data in cells. however. Or make negative numbers red or another color apart from black. or Align Text Right button. you may as well dress it in its Sunday best. Center. and click Find Next. select the Up or Down option button. Chapter 4 explains in detail how to change the appearance of text. And you can do a number of things to make worksheets easier to read and understand. For example. Figure 11-5 illustrates different ways to align text and numbers. This part of Chapter 11 is dedicated to the proposition that a worksheet doesn’t have to look drab and solemn.
Aligning numbers and text in columns and rows
To start with. make data labels bold and choose a different font and font size for them. You can.
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Making a Worksheet Easier to Read and Understand
Especially if others will see your worksheet. change the way that data is aligned. You can change character fonts. click the Align Text Left. You can draw borders around cells.
. You can resize columns and rows. How text is aligned helps people make sense of worksheets.

or Bottom Align button. you can also wrap text in a cell to realign it. Make sure before you delete a row or column that you don’t delete data that you really need.
Inserting and deleting rows and columns
At some point. click the cell in question. then. click the Top Align. As Figure 11-5 demonstrates. and click the Wrap Text button. To wrap text. Middle Align.
✓ Changing the vertical (top-to-bottom) alignment: On the Home tab. Do the following to insert and delete rows and columns: ✓ Deleting rows or columns: Drag across the row numbers or column letters of the rows or columns you want to delete. on the Home tab. everybody has to insert new columns and rows and delete ones that are no longer needed.
. go to the Home tab.174
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Wrapped Left-aligned Right-aligned Centered
Figure 11-5: Ways to align data. open the drop-down list on the Delete button and select Delete Rows or Delete Columns.

to insert a new row above row 11. open the drop-down list on the Insert button and choose Insert Rows. if you need help selecting columns or rows). You can insert more than one row at a time by selecting more than one row before giving the Insert Rows command.
Adjusting the height of rows
By default. ✓ Several at a time: Select several rows and drag the boundary between one of the rows. select the current row 11 before choosing Insert Rows. then. drag the border between the columns. Click or drag across row numbers to select rows. all rows change height. Here are ways to change the height of rows: ✓ One at a time: Move the mouse pointer onto the boundary between row numbers and. Make columns wider to accommodate letters and numbers that aren’t displayed in their entirety.
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Changing the size of columns and rows
Columns and rows inevitably need resizing. select them (or select it if you want to change the size of a single column or row). Before you change the size of columns or rows. (See “Selecting cells in a worksheet. the Excel Web App makes rows taller to accommodate letters with large font sizes. ✓ Inserting columns: Select the column to the right of where you want the new column to be.
.Chapter 11: Entering the Data
✓ Inserting rows: Select the row below the row you want to insert. and when the pointer changes to a cross. when the pointer changes to a cross. select more than one row number or column letter before giving the Insert command. drag the boundary between rows up or down. click or drag across column letters to select columns. For example. then. on the Home tab.
Adjusting the width of columns
Here are ways to make columns wider or narrower: ✓ One at a time: Move the mouse pointer onto the boundary between column letters. open the drop-down list on the Insert button and choose Insert Columns. You can insert more than one column this way by selecting more than one column before giving the Insert command. Make rows taller when you want to make data labels or other information stand out. on the Home tab. To insert more than one row or column at a time.” earlier in this chapter.

. Earlier in this chapter. 3. Typically. a line appears above the Totals row of a worksheet to separate the Totals row from the rows above and help readers locate cumulative totals.176
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✓ Several at a time: Select several columns and drag the boundary between one of the columns. Choose a border.
Slapping borders on worksheet cells
Put borders on worksheet cells to box in cells. On the Home tab. Select the cells around which or through which you want to place borders. 2. all columns adjust to the same width. for example. Follow these steps to draw borders on a worksheet: 1. click the Borders button. open the drop-down list on the Borders button.
Figure 11-6: Drawing a border with the Borders button. a drop-down list appears. As shown in Figure 11-6. and choose No Border. Borders can direct people who review your worksheet to its important parts. “Selecting cells in a worksheet” explains how to select cells. select the cells. draw lines beneath cells. or draw lines along the side of cells. To remove the border from cells.

Formulas are where it’s at as far as Excel Web App is concerned. for example. You can turn a bunch of unruly numbers into meaningful figures and statistics. This chapter explains what a formula is. 2+3=5 is a formula.
. and constructing them is pretty easy. and the Excel Web App displays the number 5 in cell A3. After you know how to construct formulas. This chapter also explains how to make use of the hundred or so functions that the Excel Web App offers. When you enter a formula in a cell. For example. Click in cell A3 and enter =2+3. you can truly put Excel Web App to work.
How Formulas Work
A formula. Excel Web App computes the formula and displays its results in the cell. Finally. you may recall from the sleepy hours you spent in math class. and how to enter a formula quickly. how to enter a formula. you discover how to sort and filter data to locate the information you need in a worksheet. is a way to calculate numbers.Chapter 12
Crunching the Numbers
In This Chapter
▶ Understanding formulas ▶ Writing a formula ▶ Making use of functions in formulas ▶ Sorting and filtering data
T
his chapter explains how to construct formulas and analyze data with the Sort and Filter commands. You also discover how to copy formulas from cell to cell and keep formula errors from creeping into your workbooks. You can make the numbers speak to you.

Formula in the Formula bar
Figure 12-1: A simple formula. When a formula refers to a cell and the number in the cell changes. Projected Income. the result of the formula in cell A3 (=A1+A2) becomes 6. cell A1 contains the number 2. and cell A3 contains the formula =A1+A2. consider the worksheet shown in Figure 12-2. shows how actual income compares to projected income from the different sources. lists income from different sources. Actual Income. ✓ Column E. shows what the PTA members thought income from these sources would be.178
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Referring to cells in formulas
As well as numbers. The purpose of this worksheet is to track the budget of a school’s Parent Teacher Association (PTA): ✓ Column C.
Result of the formula
To see the value of using cell references in formulas. not 5. cell A2 contains the number 3. When a formula refers to a cell. ✓ Column D. If I change the number in cell A1 from 2 to 3. the result of the formula is 5. for example.
. the result of the formula changes as well. In Figure 12-1. Excel formulas can refer to the contents of different cells. the number in the cell is used to compute the formula. Over/Under Budget. As shown in cell A3.

Referring to formula results in formulas
Besides referring to cells with numbers in them. and the value in cell C1 changes addresses from C1 to B1. If a formula refers to cell C1 but you delete row B. consider what happens to cell addresses in formulas when you delete a row in a worksheet. Consider the worksheet shown in Figure 12-3. Those formulas now refer to cell B1 instead. You would think that references in formulas to cell C1 would be out-of-date. figures in the Over/Under Budget column (column E) and the Total Income row (row 8) change instantaneously. you can refer to formula results in a cell.
As the figures in the Actual Income column (column C) are updated. but you would be wrong. The purpose of this worksheet is to track scoring by the players on a basketball team over three games:
. Excel Web App is remarkably good about updating cell references in formulas when you move cells. These figures change instantaneously because the formulas refer to the numbers in cells. not to unchanging numbers (known as constants).Chapter 12: Crunching the Numbers
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Figure 12-2: Using formulas in a worksheet. To see how good Excel Web App is. row C becomes row B. Excel Web App automatically adjusts all formulas that refer to cell C1.

Operators in formulas
Addition. or 0. (See the sidebar “The order of precedence” to see what this means. determines how much each player has scored on average. the number of games played. Table 12-1 explains the arithmetic operators you can use and the key you press to enter each operator. In this case. using the formula results in the Totals column (column #).)
Table 12-1
Precedence 1 2 3
Arithmetic Operators for Use in Formulas
Operator % (Percent) ^ (Exponentiation) * (Multiplication) Example Formula =50% =50^2.
✓ The Totals column (column E) calculates the total points each player scored in the three games. =E2*4 Returns 50 percent.180
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Figure 12-3: Using formula results as other formulas.5 50 to the second power. In the table. ✓ The Average column (column F). The Average column does that by dividing the results in column E by 3. or 2500 The value in cell E2 multiplied by 4
. subtraction. operators are listed in the order of precedence. Excel Web App uses the results of the total-calculation formulas in column E to compute average points per game in column F. and division aren’t the only operators you can use in formulas.

returns FALSE otherwise
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4 5
– (Subtraction) & (Concatenation)
=G5–8.: and the value in cell D4 If the value in cell C5 is equal to 4. returns FALSE otherwise If the value in cell A4 is less than or equal to 9.
6
= (Equal to)
6
<> (Not equal to)
=F3<>9
6
< (Less than)
=B9<E11
6
<= (Less than or equal to)
=A4<=9
6
> (Greater than)
=E8>14
6
>= (Greater than or equal to)
=C3>=D3
. returns FALSE otherwise If the value in cell B9 is less than the value in cell E11. returns FALSE otherwise If the value in cell C3 is less than or equal to the value in cell D3.Chapter 12: Crunching the Numbers
Precedence 3 4 Operator / (Division) + (Addition) Example Formula =E2/3 =F1+F2+F3.: ”&D4 =C5=4. returns TRUE. returns TRUE. returns TRUE. returns TRUE. returns FALSE otherwise If the value in cell F3 is not equal to 9. =”Part No. returns TRUE. returns TRUE. returns FALSE otherwise If the value in cell E8 is greater than 14. Returns The value in cell E2 divided by 3 The sum of the values in those cells The value in cell G5 minus 8 The text Part No.

no matter how complex the formula is.>=.
The Basics of Entering a Formula
No matter what kind of formula you enter. Click in the Formula bar if you want to enter the data there rather than the cell. >. Exponentiation (^) 3. 3. Multiplication (*) and division (/). Comparison (<. the Excel Web App thinks you’re entering text or a number. Click the cell where you want to enter the formula. You must be sure to enter the equals sign before you enter a formula. and <>) To get around the order of precedence problem. <=. AVG finds the average of different numbers. For example.
. 2. Without it. a function is a built-in formula that comes with Excel Web App. leftmost operations are calculated first 4. the order in which the operators appear in the formula matters a lot. enclose parts of formulas in parentheses. Concatenation (&) 6. In other words. Enter the equals sign (=). Consider this formula: =2+3*4 Does this formula result in 14 (2+[3*4]) or 20 ([2+3]*4)? The answer is 14 because the Excel Web App performs multiplication before addition in formulas. leftmost operations are calculated first 5. The order in which calculations are made in a formula that includes different operators is called the order of precedence. SUM. Be sure to remember the order of precedence when you construct complex formulas with more than one operator: 1. As “Working with Functions” explains later in this chapter. not a formula. Percent (%) 2.
Another way to compute a formula is to make use of a function. for example. Operations in parentheses are calculated before all other parts of a formula. adds the numbers in cells. multiplication takes precedence over addition. follow these basic steps to enter it: 1.182
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The order of precedence
When a formula includes more than one operator. the formula =2+3*4 equals 20 when it is written this way: =(2+3)*4. Addition (+) and subtraction (-).

but fortunately for you. and the blue box appears around cell F3. enter =B1*. rather than type a cell reference. a blue box appears around the cell that you clicked so that you can clearly see which cell you’re referring to. or click in a different cell. Press Enter. I clicked cell F3 rather than entered its reference address on the Formula bar. As shown in Figure 12-4. Excel Web App offers a few techniques to make entering formulas easier. However.
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Speed Techniques for Entering Formulas
Entering formulas and making sure that all cell references are correct is a tedious activity. Clicking cells is easier than typing cell addresses.06. You have to carefully type the right column letter and row number. The result of the formula appears in the cell. Make sure that you enter all cell addresses correctly. you can enter lowercase letters in cell references. In Figure 12-4. The next section in this chapter explains how to enter cell addresses quickly in formulas. 5. You also find instructions here for copying formulas. The reference F3 appears on the Formula bar. By the way. In the course of entering a formula. Enter the formula. Read on to find out how ranges make entering cell references easier and how you can enter cell references in formulas by pointing and clicking. For example. you can click the cell you want to refer to in a formula. and the cell references are entered more accurately. meanwhile. Get in the habit of pointing and clicking cells to enter cell references in formulas. appears in the Formula bar. Excel Web App changes them to uppercase after you finish entering the formula. You have to squint to see which row and column the cell you want to refer to is in.Chapter 12: Crunching the Numbers
4.
Clicking cells to enter cell references
The hardest part about entering a formula is entering the cell references correctly. press an arrow key. The cell’s reference address. simply click the cell on your worksheet that you want to reference.
.

The formula in Figure 12-5 uses the “SUM” function to total the numeric values in cell range C4:F4. To do so. ✓ A cell range comprising a block of cells from A1 to D4 is listed this way: A1:D4. To identify a cell range. You can enter cell ranges on your own without selecting cells. Notice the box (which is blue on-screen) around the range C4:F4. and F4. In Figure 12-5. Cell ranges come in especially handy where functions are concerned (see “Working with Functions” later in this chapter).
Entering a cell range
A cell range is a line or block of cells in a worksheet. you can simply select cells on your worksheet. E4. I selected cells C4.184
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Click a cell to enter its cell reference address in a formula
Figure 12-4: Clicking to enter a cell reference. and A4 is listed this way: A1:A4. type the first cell in the range. A3. and F4 to form cell range C4:F4. D4.
. Rather than type cell reference addresses one at a time. E4. the Excel Web App lists the outermost cells in the range and places a colon (:) between cell addresses: ✓ A cell range comprising cells A1. This spares me the trouble of entering the cell addresses one at a time: C4. D4. A2. The box shows precisely which range you’re selecting. and type the last cell. enter a colon (:).

Copying formulas from cell to cell
Often in worksheets, the same formula but with different cell references is used across a row or down a column. For example, in the worksheet shown in Figure 12-6, column F totals the rainfall figures in rows 6 through 10. To enter formulas for totaling the rainfall figures in column F, you could laboriously enter formulas in cells F6, F7, F8, F9, and F10. But a faster way is to enter the formula once in cell F6 and then copy the formula in F6 to cells F7, F8, F9, and F10. When you copy a formula to a new cell, Excel Web App adjusts the cell references in the formula so that the formula works in the cells to which it has been copied. Astounding! Opportunities to copy formulas abound on most worksheets. And copying formulas is the fastest and safest way to enter formulas in a worksheet. Follow these steps to copy a formula: 1. Select the cell with the formula you want to copy. 2. On the Home tab, click the Copy button (or press Ctrl+C). Broken lines appear around the cell you selected to indicate that its formula is the one being copied.

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Choose Paste Formulas

Figure 12-6: Copying a formula.

3. Click in the cell where you want to copy the formula; to copy a formula to several different cells, select them. 4. On the Paste button, click the arrow to open the drop-down list; then choose Paste Formulas. If I were you, I would click in the cells to which you copied the formula and glance at the Formula bar to make sure that the formula was copied correctly. I’d bet you it was, but it’s best to be sure.

Working with Functions
A function is a canned formula. Excel Web App offers hundreds of functions, some of which are very obscure and fit only for use by rocket scientists and securities analysts. Other functions are very practical. For example, you can use the SUM function to quickly total the numbers in a range of cells. Rather than enter =C2+C3+C4+C5 on the Formula bar, you can enter =SUM(C2:C5), which tells Excel Web App to total the numbers in cell C2, C3, C4, and C5. To obtain the product of the number in cell G4 and the number .06, you can use the PRODUCT function and enter =PRODUCT(G4,.06) on the Formula bar. Table 12-2 lists common functions. The pages that follow explain how to use functions in formulas.

Common Functions and Their Use
Returns The average of the numbers in the cells listed in the arguments. The number of cells that contain the numbers listed in the arguments. The largest value in the cells listed in the arguments. The smallest value in the cells listed in the arguments. The product of multiplying the cells listed in the arguments. An estimate of standard deviation based on the sample cells listed in the arguments. An estimate of standard deviation based on the entire sample cells listed in the arguments. The total of the numbers in the arguments. An estimate of the variance based on the sample cells listed in the arguments. A variance calculation based on all cells listed in the arguments.

Using arguments in functions
Every function takes one or more arguments. Arguments are the cell references or numbers, enclosed in parentheses, that the function acts upon. In this example, the AVERAGE function returns the average of the numbers in the cell range B1 through B4: =AVERAGE(B1:B4) In this example, the PRODUCT function returns the product of multiplying the number 6.5 by the number in cell C4: =PRODUCT(6.5,C4) When a function requires more than one argument, enter a comma between the arguments. (Enter a comma without a space.)

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Writing a formula with a function
Follow these steps to make use of a function in a formula: 1. Select the cell where you want to enter the formula. 2. In the Formula bar, type an equals sign (=). Please, please, please be sure to start every formula by entering an equals sign (=). Without it, Excel Web App thinks you’re entering text or a number in the cell. 3. Type the function’s name. If you type the function’s name in the cells, not the Formula bar, you see a drop-down list with functions you can choose from. You can enter function names in lowercase. Excel Web App converts function names to uppercase after you complete the formula. Table 12-2 (earlier in this chapter) lists common functions. To get an idea of the numerous functions that Excel offers, open Excel 2010, go to the Formulas tab, and click the Insert Function button. You see the Insert Function dialog box. Choose a function category in the dialog box, choose a function name, and read the description. You can click the Help on This Function link to open the Excel Help window and get a thorough description of the function and how it’s used. 4. Enter arguments for the function. Earlier in this chapter, “Using arguments in functions” explains arguments. Be sure to enclose the function’s argument or arguments in parentheses. Don’t enter a space between the function’s name and the first parenthesis. Likewise, don’t enter a comma and a space between arguments; enter a comma, nothing more: =SUM(F11,F14,23) 5. Press the Enter key to finish entering the formula. Did your formula compute correctly? I certainly hope it did. If you enter a function name incorrectly, #NAME? appears in the cell where the result of the formula should be.

Sorting and Filtering Data
Excel Web App offers commands for sorting and filtering data in table form. Use the Sort command to arrange data in a different way. Filter data to isolate data of a certain kind or exclude data that isn’t necessary to you.

Chapter 12: Crunching the Numbers
Before you can sort or filter data in a worksheet, you must arrange the data correctly into a table. How to do that, sort a table, and filter a table are the subjects of the following pages, and I invite you to quit your yawning and keep reading.

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Understanding what sorting and filtering are
Sorting means to rearrange the rows in a table on the basis of data in one or more columns. Sort a table on the Last Name column, for example, to arrange rows in the table in alphabetical order by last name. Sort a table on the ZIP Code column to arrange the rows in numerical order by ZIP code. Sort a table on the Birthday column to arrange it chronologically from earliest born to latest born. Filtering means to scour a table for certain kinds of data. To filter, you tell the Excel Web App what kind of data you’re looking for, and the program assembles rows with that data to the exclusion of rows that don’t have the data. You end up with a shorter table with only the rows that match your filter criteria. Filtering is similar to using the Find command except that you can find more than one item. For example, in a table of addresses, you can filter for addresses in California. In a price-list table, you can filter for items that fall within a certain price range.

Presenting data for the table
To sort or filter data in a worksheet, start by arranging the data in the form of a table, as shown at the top of Figure 12-7. Make sure that your table has these characteristics: ✓ Column labels in the header row: The row along the top of the table where the column labels are is called the header row. I recommend entering labels in the header row to help Excel Web App identify and be able to sort or filter the data in the rows below. Give each label a different name. ✓ No empty rows or columns: Sorry, but the table can’t include any empty rows or columns if you intend to use your table to sort data. Excel Web App is incapable of sorting a table if a row or column is blank. ✓ No Total row: Don’t include a total row (a last row that totals figures in the other rows) if you intend to sort or filter data in your table. The total row presents cumulative data and is therefore not appropriate for sorting or filtering.

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Figure 12-7: Table data in a worksheet (top) and the table after it has been designated as a table (bottom).

Creating the table
After you arrange data for the table and make sure the data is presented properly, you can tell Excel Web App that the data is indeed a table by following these steps: 1. Select the data. You can do so by dragging from the northwest to the southeast corner of the table. 2. On the Insert tab, click the Table button. The Create Table dialog box appears, as shown in Figure 12-8. It lists the cell range you selected in Step 1. You can also display this dialog box by clicking the Sort & Filter As Table button on the Home tab.

On the column that you want to use for sorting. a drop-down list appears beside each column header. Open a drop-down list to sort or filter your table.Chapter 12: Crunching the Numbers
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Figure 12-8: The Create Table dialog box. Choose Sort Ascending or Sort Descending on the drop-down list. then click OK. As shown previously in Figure 12-7. Declare whether your table has a header row by selecting or deselecting the My Table Has Headers check box. 2. numbers from largest to smallest.
Sorting a table
After the preliminaries are over. If you don’t see column headers in your table. The header row is the row at the top of the table with labels that describe what is in each column. and choose Toggle Header Row on the dropdown list. Excel Web App doesn’t have a command for unmaking a table. • Descending sort: Arranges text entries from Z to A. to sort a table in alphabetical order by last name. and dates chronologically from latest to earliest.
3. Figure 12-7 shows a drop-down list on a column header. you can sort a table by following these steps: 1. you can’t remove the table from the data except by clicking the Undo button. click the Table Options button. After you declare that data in a worksheet belongs in a table. Excel Web App provides a generic header row for you with columns named Column1. You can’t sort and filter a table that doesn’t have a header row.
. open the drop-down list on the column header. and dates chronologically from earliest to latest. For example. If your table doesn’t have a header row (and you deselect the My Table Has Headers check box). open the drop-down list on the Last Name column header. numbers from smallest to largest. and so on. Earlier in this chapter. Which command you choose depends on whether you want an ascending sort or a descending sort: • Ascending sort: Arranges text entries in alphabetical order from A to Z. go to the Home tab. Column2.

Deselect the Select All check box. To find out how a table was filtered. or filter by criteria to see entries that meet search criteria. the word “Filtered” appears in a pop-up message. You can filter by exclusion to prune entries you don’t want from the table. If the table has been sorted.
Filtering by exclusion
Filter by exclusion to select only the entries you want to examine in a table. to filter an Address table to see only addresses in Illinois. choose Filters on the drop-down list. “Unfiltering a table” explains how to see all table entries again. as shown in Figure 12-9. Your table shows only the entries you selected in Step 3. You can tell when a table has been filtered because the Filtered symbol appears on the column that was used for the filtering operation. On the column that you want to use for filtering. Both techniques are described here. open the column button. the button on the column used for sorting shows an arrow. The arrow points up if the table was sorted in ascending order. Follow these steps to filter by exclusion: 1. Indiana. If you move the pointer over the Filtered symbol. 3. Click OK. For example. 2. 4. Filtering is especially useful in long tables when you need to see only a few table entries.
Filtering a table
Filter a table to isolate the data you want to examine and exclude all other data. It lists all values in the column. you can filter an Address table to see only addresses in Boston. it points down if the table was sorted in descending order. open the drop-down list on the column header and choose Filter. and Miami. Later in this chapter.192
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You can tell whether a table has been sorted by glancing at the column header buttons. select the check boxes next to those cities’ names. Excel Web App offers two means of filtering. Select the check box next to each item you don’t want to filter out. You also find out how to “unfilter” a table and see all the entries in the table again after you finish filtering it. and Ohio. The Filter dialog box appears. and note which filtering option is selected on the submenu. Move the pointer over the button and you see the “Sorted Ascending” or “Sorted Descending” pop-up message. and exclude all other addresses. Chicago. For example.
.

2. . A submenu with options appears. You don’t have to enter filtering criteria. Date Filters. In the case of a table with a column of numbers.).
Filter by criteria
Filter by criteria to display table entries that meet a certain criteria. you can filter for houses sold in one county and filter a second time to find houses sold in the county in a certain price range. On the submenu. What’s more.Chapter 12: Crunching the Numbers
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Figure 12-9: The Filter dialog box. Follow these steps to filter by criteria: 1. . Excel Web App filters the table immediately. for example. choose a filtering option or choose Custom Filter at the bottom of the submenu. open the drop-down list on the column header and choose Number Filters. For example. . In the case of dates. Choosing one of these options opens the Custom Filter dialog box. Date Filters. Which option you see — Number Filters. Table 12-3 describes filtering options. If you choose an option on the submenu that isn’t followed by an ellipsis (. In the case of text. you can filter by criteria on more than one column.
. you can find table entries that begin with the same two or three letters.) require you to enter a filtering criterion. you can find entries before or after a certain date. You’re finished with this filtering business. On the column that you want to use for filtering. On the submenu. in a table that tracks house sales in different counties. options that are followed by an ellipsis (. or Text Filters — depends on what kind of data you’re dealing with. . or Text Filters. you can filter the table to find numbers in the 100 to 150 range.

all numbers except ten 46. any number ending with the numerals 28 28. 15. and all numbers between 10 and 15
. . In the Custom Filter dialog box. .
Table 12-3
Option(s) Number Filters Equals. . .
Filtering Options and Criteria
Example Criteria and Explanation 10. . any number except 10. . Less than or equal to. . 4. . all numbers except those beginning with the numerals 46 28. . choose a Show Items Where option. . Does Not Equal. . any number larger than ten 10. . . 5. . Does Not Begin With. Is Greater Than. . . Ends With. Begins With. Is Less Than. Later in this chapter. . Is Between. all numbers except those that include the numerals 546 (in that order) 10. any number smaller than ten 10. Only table entries that meet your filtering criteria appear in the table. . ten as well as any number smaller than ten 10 and 15. . . ten as well as any number larger than ten 10. Is Greater Than Or Equal To.194
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3. Is Not Between. To narrow your search for table entries even further. . Choose an option if you chose Custom Filter in Step 2 or you want to choose a different option than the one you chose in Step 2. a number between 10 and 15 or equal to 10 or 15 10 and 15. . Does Not End With. filter the table again on another column. . . . Enter a criterion for filtering the table. Contains. Click OK in the Custom Filter dialog box. . . if necessary. any number that includes the numerals 546 (in that order) 546. ten — not any other number 10. “Unfiltering a table” shows how to see all table entries again. Does Not Contain. any number beginning with the numerals 46 46. Table 12-3 describes filtering options and filtering criteria. . all numbers except those ending with the numerals 28 546.

This Year. 2009 4/3/09 and 4/21/10. 2009 12/31/09. but New Mexico is removed) Boston. and the fourth October–December) The following. 2009 and April 21. or previous month with respect to the current day The following. Tomorrow Today Yesterday Next Week. . Before. Last Quarter Next Year. current. but Boston is removed)
(continued)
195
Example Criteria and Explanation Determines the average of numbers in the column and displays entries with above-average numbers only Determines the average of numbers in the column and displays entries with below-average numbers only 4/27/11. April 3. the third July–September. all entries except those that match the criteria exactly (Boston Baked Beans remains in the table because it is not an exact match. . current. Last Month Next Quarter. as well as all days between those days One day after the current day The current day One day before the current day The following. .Chapter 12: Crunching the Numbers
Option(s) Above Average Below Average Date Filters Equals.
. all days after December 31. . current. all entries that match the criteria exactly (Mexico remains in the table because it is an exact match. . . 2010. Last Week Next Month. . . or previous quarter with respect to the current day (the first quarter comprises January–March. . Last Year Year To Date All Dates In This Period Text Filters Equals. Mexico. This Quarter. previous to and including the current day A quarter or month (choose on the submenu). dates refer to any year or quarter (for example. the second April–June. or previous year with respect to the current day Days in the current year. . 2011 5/3/09. After. current. . Between. or previous week with respect to the current day (weeks begin on Sunday and end on Saturday) The following. choosing January finds dates in January 2011 and January 2012)
Does Not Equal. the day April 27. all days prior to May 3. . This Week. This Month.

but elbow and Medicine Bow are removed) burgh. If the table was filtered on more than one column. the option is called Clear Filter From Cities. As shown in Figure 12-10. all entries ending with the letters burgh (Pittsburgh and van der Burgh remain in the table. open the drop-down list. . but burgher and Burgh Castle are removed) nut. but Hunter and Tunis are removed) san. in that order (peanut butter and Nutley remain in the table. Follow these steps to unfilter a table and see more or all of its table entries: 1.196
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Table 12-3 (continued)
Option(s) Begins With. in that order (red snapper and NASCAR remain in the table. you may have to unfilter the column as well. In a column called Cities. . . Example Criteria and Explanation bow. all entries beginning with the letters bow (bowler and Bowdoin College remain in the table. . .
. all entries except those that contain the letters san. .
Figure 12-10: Unfiltering a table is pretty darn easy.
Contains. the Clear Filter From option is named after the column that was used for filtering. Choose Clear Filter From. for example. On a column that was used for filtering. 2.
Does Not Contain. but Santa Fe and Nissan are removed)
Ends With. .
Unfiltering a table
Look for the Filtered symbol on table columns to find out whether a table has been filtered. . all entries that contain the letters nut.

Part V
PowerPoint Web App
.

and doing one or two other things to make your presentation stand out. .
P
In this part . scribbling notes during presentations.art V is dedicated to the proposition that anyone can create a PowerPoint presentation that makes the audience say “Wow!” This part describes the PowerPoint Web App. It also looks at creating lists. . and how to connect with an audience.
. what constitutes a good PowerPoint presentation.

It also tells you what to consider when you design slides and how to bring the audience around to your point of view when you give a presentation. in an Office Web App. including PowerPoint presentations. To keep you from having to make the long. arduous journey to Chapter 2.
.Chapter 13
Getting Acquainted with PowerPoint Web App
In This Chapter
▶ Creating a new PowerPoint presentation ▶ Understanding PowerPoint terminology ▶ Finding your way around the PowerPoint Web App screen ▶ Persuading the audience to see it your way ▶ Looking at design considerations ▶ Examining how PowerPoint Web App and PowerPoint 2010 differ
his chapter lays the groundwork for you to create a persuasive presentation with PowerPoint Web App.
T
Creating a PowerPoint Presentation
Chapter 2 explains in detail how to create and open Office Web App files. Click the New link and choose PowerPoint Presentation on the dropdown list. you apply the skills you discover here to create slides for a presentation. In the next chapter. 2. see Chapter 2. Enter a name for your presentation. here are shorthand instructions for creating a new PowerPoint presentation in PowerPoint Web App: 1. It explains what the different parts of the PowerPoint Web App screen are. For instructions in opening PowerPoint Web App and creating a new presentation. You see the New Microsoft PowerPoint Presentation window.

the speaker. The audience doesn’t see notes.
Talking PowerPoint Lingo
Figure 13-2 (top) shows the PowerPoint Web App window. as shown in Figure 13-2 (bottom). Surrounding the slide are tools for entering text and formatting slides. Most themes come with sophisticated background patterns and colors. Here’s another PowerPoint word you need to know — notes. As shown in Figure 13-1. You. A theme is a ready-made. That thing in the middle is a slide. the PowerPoint word that describes all the slides. 4. can write notes so that you know what to say during a presentation.
. you have to open your presentation in PowerPoint 2010. that you show to your audience. canned slide design. To select a different them. you find instructions for making slides and for constructing a presentation. Select a theme and click the Apply button. Sorry. from first to last.
Figure 13-1: The Select Theme dialog box.200
Part V: PowerPoint Web App
3. Congratulations — you just created a PowerPoint presentation in PowerPoint Web App. Click the Save button. Throughout this chapter and the next. but you can’t select a different theme for a presentation in PowerPoint Web App. When the time comes to show your slides. PowerPoint’s word for an image that you show your audience. the Select Theme dialog box appears. you dispense with the tools and make the slide fill the screen.

Chapter 13: Getting Acquainted with PowerPoint Web App
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Figure 13-2: A slide in the PowerPoint Web App window (top) and the same slide the way it looks during a presentation (bottom).
.

”
. Insert. Click a tab — Home. click the Notes button to hide or display the Notes pane. closing a presentation. The slides are numbered. ✓ Notes pane: In Editing view. . If the software isn’t used properly. On the View tab.” The software. it has its detractors. “has a private. is “a social instrument.
Advice for Building Persuasive Presentations
As nice as PowerPoint is. the place on the left side of the screen where you can see the slides in your presentation. It lists your presentation’s name. . Figure 13-3 shows the different parts of the screen. It edits ideas . You see this toolbar wherever you go in the PowerPoint Web App. where you can type notes that you can refer to when giving your presentation or hand out to audience members. Parker wrote. Chapter 2 explains the Ribbon and its tabs in detail. Fold down the corner of this page so that you can return here if screen terminology confuses you: ✓ Title bar: The stripe along the top of your browser window. printing a presentation. turning middle managers into bullet-point dandies. . ✓ Slides pane: In Editing view. he added. interior influence. 2001. ✓ Quick Access toolbar: A toolbar with two buttons — Undo and Repeat. Scroll in the Slides pane to move backward and forward in a presentation. ✓ Slide window: Where the slide you’re working on is displayed. ✓ File tab: The tab that offers commands for opening a PowerPoint presentation in PowerPoint 2010.202
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A Brief Geography Lesson
Here is a brief geography lesson about the different parts of the PowerPoint Web App screen. it can come between the speaker and the audience. It helps you make a case. New Yorker article titled “Absolute PowerPoint: Can a Software Package Edit Our Thoughts?” Ian Parker argued that PowerPoint might actually be more of a hindrance than a help in communicating. or View — to start a task. but also makes its own case about how to organize information. how to look at the world. ✓ Ribbon: The place where the tabs are located. The audience can’t see these notes — they are for you and you alone. PowerPoint. and doing other file-related tasks. In a May 28. I’d hate for you to get lost in PowerPoint Land.

Chapter 13: Getting Acquainted with PowerPoint Web App
File tab Quick Access toolbar Ribbon
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Figure 13-3: The different parts of the PowerPoint Web App screen. Your goal is to bring the audience around to your side.com/Gettysburg
. the merits of a product. the virtues of a strategic plan. the following pages offer practical advice for taking your presentation from the drawing-board stage to the next stage. a rendering of Lincoln’s Gettysburg Address in PowerPoint. but to communicate something — a company policy. Want to see a great example of a bad PowerPoint presentation? Try visiting the Gettysburg PowerPoint Presentation. Your goal is not to dazzle the audience with your PowerPoint skills. the one in which you actually start creating slides.
Slides pane
Notes pane
Slide
Before you create any slides with the PowerPoint Web App. Yikes! You’ll find it here: www.norvig. To that end. think about what you want to communicate to your audience.

state the conclusion at the beginning as well as the end. Tell the audience what your personal reason for being there is or why you work for the company you work for.
. and convincing the audience member that you’re right. This way. The audience will understand that you’re not a spokesperson. Focus on the words to begin with. People who can afford it pay lawyers and ghostwriters to do the job for them. Building an argument requires thinking long and hard about your topic.204
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Start by writing the text
Here’s one of the best pieces of advice you’ll ever get about creating a PowerPoint presentation: Write the text of the presentation first.
Make clear what the presentation is about
In the early going. you have a target to shoot for. This way.
Start from the conclusion
Try writing the end of the presentation first. state very clearly what your presentation is about and what you intend to prove with your presentation. “Ah-ha! She’s right. I suspect that people actually enjoy doodling with PowerPoint slides because it distracts them from focusing on what really matters in a presentation — what’s meant to be communicated. Knowing that you have a personal stake in the presentation. You can do this hard work better in Word. you focus on what you want to communicate. You can make the entire presentation service its conclusion. your audience will know exactly what you’re driving at and be able to judge your presentation according to how well you build your case. In other words. where the carnival atmosphere of PowerPoint isn’t there to distract you. A presentation is supposed to build to a rousing conclusion. but a speaker — someone who has come before them to make a case for something that you believe in. not slide layouts or graphic designs or fonts.”
Personalize the presentation
Make the presentation a personal one. putting yourself in the place of an audience member who doesn’t know the topic as well as you. By writing the end first. the audience is more likely to trust you. the point at which your audience says. Building an argument is hard work.

It can highlight an important part of a presentation or jolt the audience awake. You don’t have to interrupt your work to get more material. you can have at your fingertips everything you need to get going. a story illustrates a problem for people and how people solve the problem. keep it simple. designing a high-quality presentation comes down to observing a few simple rules. A picture in the right place at the right time can serve a valuable purpose. Even if your presentation concerns technology or an abstract subject. make it about people. and having all the material on hand will help you formulate your case better. “The people in Shaker Heights needed faster Internet access. quotations. A cramped slide with too many words and pictures can cause claustrophobia.” not “the data switches in Shaker Heights just weren’t performing fast enough. Gather together everything you need to make your case — photographs. assemble the content before you begin creating your presentation. I’ve read three or four.
Designing Your Presentation
Entire books have been written about how to design a PowerPoint presentation. for a bit of practical advice. But stuffing a presentation with too many pictures turns a presentation into a carnival sideshow and distracts from your message. This piece of advice is akin to the previous one about personalizing your presentation. Leave some empty space on a slide so that the audience can see and read the slide better. By so doing.
Keep it simple
To make sure that PowerPoint doesn’t upstage you. but do so judiciously. On the subject of keeping it simple. Everybody loves a pertinent and well-delivered story. data.Chapter 13: Getting Acquainted with PowerPoint Web App
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Tell a story
Include anecdotes in the presentation.”
Assemble the content
Finally. However. Make use of the PowerPoint features.
. facts. slides are easier on the eyes if they aren’t crowded. Typically. These pages explain what those rules are.

com. 2. you can search for PowerPoint presentations. 5. 6. and have a look. enter a descriptive term that describes the kind of PowerPoint presentations you’re interested in. Start PowerPoint. 7. Follow these steps to search online for PowerPoint presentations and land one on your computer: 1. google. open it. it opens in PowerPoint. Do you like what you see? Scroll through the slides to find out how someone else designed a presentation. you see a list of PowerPoint presentations. After you download the presentation. You land on the Advanced Search page. 3. and open your Web browser. Open the File Type drop-down list and choose Microsoft PowerPoint (. Click the Advanced Search button. In the search results.ppt).206
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Studying others’ presentations by starting at Google
How would you like to look at others’ presentations to get ideas for your presentation? Starting at Google. download it to your computer.com.
. In the All These Words text box. enter succotash if you have been charged with creating a PowerPoint presentation about a food dish made of green beans and corn. For example. if necessary. Select the name of a presentation that looks interesting and download it. 4. Click the Advanced Search link. Go to Google at this address: www. find one that interests you.

. a presentation about a daycare center requires light blues and pinks. If the title of one slide has a capitalized first word with the remaining words uncapitalized. you’re doing your audience a disfavor. titles on all the other slides appear the same way. and tailor the presentation design to your audience’s expectations. A loud presentation with a black background and red text conveys excitement. and many PowerPoint slide layouts are made for bulleted lists. Colors set the tone. well-thought-out presentation is consistency from slide to slide. The capitalization scheme in titles is the same from slide to slide.Chapter 13: Getting Acquainted with PowerPoint Web App
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Be consistent from slide to slide
The surest sign of a professional.
When fashioning a design. The audience skims the bullets when it should be attending to your voice and the case you’re making. Bulleted lists are formatted the same way. Use your intuition to think of color combinations that say what you want your presentation to say. The slide design sets the tone and tells the audience in the form of colors and fonts what your presentation is all about. A presentation to the American Casketmakers Association calls for a mute. They tell the audience right away what your presentation is about.
Beware the bullet point
Terse bullet points have their place in a presentation. The fonts and font sizes are consistent. quiet design. consider the audience
Consider who will view your presentation. An overabundance of bullet points can cause drowsiness. a light-blue background conveys peace and quiet. but if you put the lists in your presentation strictly to remind yourself what to say next. Choosing colors for your presentation is that much easier if you consider the audience. The titles are formatted the same way on all slides. the traditional little-boys and little-girls colors. a presentation to the Cheerleaders of Tomorrow calls for something bright and splashy.
Choose colors that help communicate your message
The color choices you make for your presentation say as much about what you want to communicate as the words and graphics do. Bullets can be a distraction.

but they are more captivating.
Observe the one-slide-per-minute rule
At the very minimum.” These titles aren’t as descriptive as the first. It tells readers what the story is about but it also tries to attract readers’ attention or pique their interest. If you have been given 15 minutes to speak.208
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One way to get around the problem of putting too many bulleted lists in a presentation is to use diagrams in place of lists. of course. The purpose of the one-slide-per-minute rule is to keep you from reading from your notes while displaying PowerPoint slides. according to the rule. Remember: The object of a PowerPoint presentation is to communicate with the audience.
. are made to be broken. you are allotted no more than 15 slides for your presentation. The title “Faster response times” is descriptive. take your cue from the editors who write newspaper headlines. By observing the one-slide-per-minute rule. A newspaper headline is supposed to serve two purposes. Figure 13-4 demonstrates how the information in a bulleted list can be presented in a diagram. and you may break the rule if your presentation consists of vacation slides that can be shown in a hurry. An alternative slide title could be “Are we there yet?” or “Hurry up and wait. Chapter 5 explains how to handle diagrams in an Office Web App.
Make like a newspaper
As you write slide titles and headings. you can present list information in a diagram. and they hint at the slide’s subject. but not captivating. Rules. not on PowerPoint slides. a slide should stay on-screen for at least one minute.
Figure 13-4: Rather than a bulleted list. you make sure that the focus is on you and what you’re communicating. Your talk while the slide is on-screen will suffice to flesh out the topic in detail.

and while you’re at it.
.
Figure 13-5: Combining words and a picture in a slide.Chapter 13: Getting Acquainted with PowerPoint Web App
Put a newspaper-style headline at the top of each slide. and the picture in the middle shows plainly what the presentation is about. It tells the audience which topics will be covered. each topic is encapsulated in a word or two. not only words. not the slides. and it should do so in a compelling way. Chapter 5 explains how to insert pictures with an Office Web App. This slide comes from the beginning of a presentation. to describe topics in detail with words. Each slide should address a specific aspect of your subject. to make your point
You really owe it to your audience to take advantage of the picture capabilities of the PowerPoint Web App. Figure 13-5 shows an example of how a few words and a picture can convey a lot. but a PowerPoint slide should stay on-screen for roughly the time it takes to explore a single topic the way a newspaper article does. How long does it take to read a newspaper article? It depends on how long the article is. think of each slide as a short newspaper article. It’s up to you as the speaker.
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Use visuals. People understand more from words and pictures than they do from words alone. of course. Instead of being covered through long descriptions.

To give you a clear understanding of how PowerPoint Web App and PowerPoint 2010 differ. In the table. PowerPoint 2010. PowerPoint Web App doesn’t offer nearly as many features as its counterpart. Insert. and View. you can find no fewer than nine tabs on the Ribbon. you can edit a PowerPoint presentation in PowerPoint 2010 by going to the Home tab in PowerPoint Web App and clicking the Open in PowerPoint button. Don’t be discouraged if you need to use a feature listed in Table 13-1. features are listed according to the tab on which they are found in PowerPoint 2010.
Figure 13-6: PowerPoint Web App (top) and PowerPoint 2010 (bottom). As long as PowerPoint 2010 is installed on your computer. PowerPoint Web App Ribbon has three measly tabs — Home. In PowerPoint 2010.
. Table 13-1 lists PowerPoint 2010 features that aren’t a part of PowerPoint Web App. Chapter 2 explains how to open a file you’re editing in an Office Web App in Office 2010. you can do far more to construct a presentation in PowerPoint 2010 than you can in PowerPoint Web App.210
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Comparing PowerPoint Web App to PowerPoint 2010
As a glance at Figure 13-6 shows. The fact is.

rectangles.Chapter 13: Getting Acquainted with PowerPoint Web App
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Table 13-1
Feature Home tab Find/Replace Line Spacing Selection Pane Insert tab Audio Charts Clip Art Equation Headers and Footers Photo Album Screenshot Shapes Symbol Tables Video WordArt Design Background Styles Slide Orientation Themes Transitions Transitions Animations Animations
PowerPoint 2010 Features Not Available in the PowerPoint Web App
Description Find words or phrases in slides. or otherwise change as they arrive on-screen Make parts of a slide — a heading. ovals. and replace them with other words or phrases Change the amount of space between lines of text Select items in the Selection and Visibility pane Play music or a voice narration during a presentation Create a chart for displaying data Place clip-art images in slides Draw an equation with the Equation Editor tools Create header and footer text for slides Create a presentation featuring photos Take a picture of a screen or a portion of a screen Draw lines. arrows. and other shapes Enter a symbol or foreign character in text Construct a table for presenting data Show a video on a slide Display a WordArt image on a slide Choose a color. or gradient pattern for slide backgrounds Display slides in portrait as well as landscape mode Choose an all-encompassing look for a presentation Make slides fade in. bulleted list items. shapes — move on-screen
(continued)
. text. picture. dissolve.

handouts. and Notes Master. and search engines Find a synonym for a word Translate text from one language to another Create a secondary presentation with a portion of the slides in a presentation Make a slide show progress automatically with each slide appearing for a prescribed number of seconds Create a user-run or kiosk-style presentation that runs on its own Description
* Comments don’t appear in PowerPoint Web App under any circumstances. and notes Display the ruler. thesauruses.
. Handout Master.212
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Table 13-1 (continued)
Feature Slide Show Custom Slide Show Rehearse Timings Set Up Slide Show Review Comments* Compare Language Research Thesaurus Translate View Color/Grayscale Macros Master Views Show Slide Sorter View Window Zoom Display slides in gray shades or black and white Play macros On the Slide Master. even if the comments were created first in PowerPoint 2010. and guides View all the slides in a presentation in thumbnail form Open secondary windows or split the screen as you work on a presentation Zoom in and out on slides Enter comments about slides Examine and compare edits made by different people to the same presentation Proof foreign-language text Use the Research task pane services — the dictionaries. gridlines. create a default look for slides.

It explains everything a body needs to know about creating slides.Chapter 14
Constructing and Delivering a Presentation
In This Chapter
▶ Discovering slide layouts ▶ Adding slides to a presentation ▶ Changing views of a presentation ▶ Entering and editing text ▶ Aligning and positioning text ▶ Putting bulleted and numbered lists on slides ▶ Moving and deleting slides ▶ Hiding slides ▶ Writing notes for a presentation ▶ Delivering a presentation ▶ Coauthoring a presentation in PowerPoint 2010
his chapter picks up where the previous chapter left off and delves into the nitty-gritty of creating a presentation with PowerPoint Web App. entering and formatting text on slides. Finally. and changing the appearance of text. turn to this chapter to find out how to give a PowerPoint presentation with PowerPoint Web App.
T
. positioning text. You also find information here about lists and writing notes.

Title and Content. Some layouts have text placeholder frames for entering titles and text. and other items on slides. after I entered a bulleted list (right). the barebones slide (middle). When you create a slide. These pages explain slide layouts. it helps to know how slide layouts are constructed.
Slide layouts
To make a wise choice about inserting slides. pictures. select the slide layout that best approximates the slide you have in mind for your presentation. ✓ The slide as it looked right after I selected it. Some layouts come with icons that you can click to insert a diagram or picture. the preformatted slide designs that help you enter text. and the finished slide (right). As you find out shortly.
. PowerPoint Web App asks you a very important question: “Which slide layout do you want?” You can choose from several different slide layouts. in three incarnations: ✓ The Title and Content layout as it appears in the New Slide dialog box. before I entered any text (middle). Figure 14-1 shows one of the simplest layouts.
Figure 14-1: A slide layout (left). you create a slide by choosing a layout in the New Slide dialog box.214
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Understanding How Slides Are Constructed
When you create a slide. ✓ The finished product.

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Text frames and content frames
The Title and Content slide layout includes two placeholder frames. ✓ The slide as it looked right after I selected it.
Figure 14-2: Entering text in a text frame. these instructions disappear. As Figure 14-2 shows. Most slide layouts come with text placeholder frames to make entering text on a slide a little easier.” When you click in a text placeholder frame. before I entered the picture and the text (middle). title. and caption (right). all you have to do to enter text in a text placeholder frame is “Click to add [the] title” or “Click to add [the] text. Content placeholder frames are designed to help you create diagrams and pictures. the text you enter appears in the frame where the instruction used to be. ✓ The finished product.
. the barebones slide (middle). and the finished slide (right). one for entering a title and one for entering either a bulleted list or “content” of some kind — a diagram or picture.
Figure 14-3: The Picture with Caption layout (left). Figure 14-3 shows the Picture with Caption slide layout in three incarnations: ✓ The Picture with Caption layout as it appears on the New Slide dialog box (left). after I entered the picture. Many slide layouts come with content placeholder frames as well as text placeholder frames. and when you start typing.

4.
Creating a duplicate slide
Creating a duplicate slide can save you the trouble of doing layout work. PowerPoint Web App has done its best to make this little task as easy as possible. Your new slide appears in the Slide window. 2. The first slide layout. If you’re unable to do that because you’re in Reading view. As the instruction in Figure 14-3 says. is designed to be the first slide in presentations. The New Slide dialog box appears. Select a slide layout. Figure 14-4 shows what the slide layouts look like (left). choose a slide layout in the New Slide dialog box. Select the slide that you want the new slide to go after.
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Content placeholder frames come with icons that you can click to enter a diagram or picture. Go to the Home tab if you aren’t already there. Title Slide.” explains what slide layouts are. It offers slide layouts for creating slides. These pages explain all the techniques for creating a new slide. Follow these steps to create a new slide for your presentation: 1. All you have to do is duplicate a slide and then go into the duplicate and change its title. your next step on the path to glory is to start creating the slides. “Click icon to add picture. what a slide looks like right after you insert it (middle). 5. 3. the Section Header slide layout is for changing the course of a presentation. Click the New Slide button. “Understanding How Slides Are Constructed. The previous topic in this chapter. text. and the other slide layouts are meant for presenting information in various ways. or other particulars. Click the Add Slide button. click the Edit in Browser button. and finished slides (right).” You click the icon that represents the item you want to create. To select a slide.
Creating New Slides for a Presentation
After you create a presentation.
Adding a new slide
To add a slide to a presentation. click it in the Slides pane.

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Figure 14-4: The first step in creating a slide is to choose a slide layout. The left side of this figure shows the slide layouts in the New Slide dialog box.

3. Click the Paste button (or press Ctrl+V). See “Selecting. To select a slide. and Deleting Slides. 2. After you make the copy. some views are better than others.” later in this chapter. These pages explain how to change views and when to choose one view over another. switch to Editing view and click the slide in the Slides pane.
. if you need help moving the duplicate slide to another location. Click the Duplicate Slide button. For example. you can change its title. Select the slide you want to duplicate. In the Slides pane. Moving. Copying a slide has an advantage over duplicating a slide: You can place the copy wherever you want. Figure 14-5 illustrates the different ways of viewing a presentation. Follow these steps to copy a slide: 1. if you want to place the copied slide after the second slide.
Copying a slide
Similarly to duplicating a slide. Click the Copy button (or press Ctrl+C). 5. The duplicate slide appears after the slide you selected in Step 1. In Editing view. text. you can create a new slide by copying one you already created.
Getting a Better View of Your Work
Depending on the task at hand. click a slide in the Slides pane to select a slide. 3. Go to the Home tab. 4. select the slide that you want the copy to appear after. Select the slide you want to copy. Go to the Home tab.218
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Follow these steps to create a duplicate slide: 1. Your cloned slide appears after the slide you selected in Step 4. select slide number 2. or whatever needs changing and get yourself a brand-new slide. 2.

. and Slide Show view. Reading view.Chapter 14: Constructing and Delivering a Presentation
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Figure 14-5: The different views (from top to bottom): Editing view.

and you can see your slide in all its glory in the middle of the screen. Go to the View tab. You can also press the Home key to go to the first slide or the End key to go to the last slide in your presentation. To exit Reading view. Reading View. or Slide Show button. ✓ Click the Next slide button to go to the next slide. While you’re in Reading view.220
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Changing views
Follow these steps to change views: 1. ✓ Click the Slide Menu button and choose a slide on the pop-up list to jump forward or backward by several slides. You can use the scrollbar in the Slides pane to scroll to a particular slide. You can’t enter notes in Reading view.
. That’s all there is to it. you can only read notes. In Reading view. In Reading view.
Reading view: Proofreading slides
In Reading view (refer to Figure 14-5). Click the Editing View. In this view.
Editing view: Moving from slide to slide
Switch to Editing view (refer to Figure 14-5) and select a slide in the Slides pane when you want to enter text or content on a slide. Editing view in PowerPoint Web App is the equivalent of Normal view in PowerPoint 2010. the Ribbon doesn’t appear on-screen. Use Reading view to enlarge a slide and examine it closely or proofread it. you can go from slide to slide by clicking buttons along the bottom of the screen: ✓ Click the Previous slide button to go to the previous slide in your presentation. click the Edit in Browser button. thumbnail slides appear in the Slides pane. you can read notes you entered by clicking the Notes button (it is located on the bottom of the screen). 2. you see a single slide.

or move text.
Entering and Editing Text on Slides
No presentation is complete without a word or two at least.
All text in a text placeholder frame or text box
. you see a single slide. In case you need to edit text.)
Selecting text on a slide
Before you can reformat.” As soon as you click. “Giving a Presentation” explains how to deliver a presentation in Slide Show view. You can see what a slide really looks like at this size. delete text. To enter text. and click at the end of the text. (Chapter 4 explains how to change the look of text by choosing a font and font size for letters. This is what your presentation looks like when you show it to an audience in a browser window. hold down the Shift key. those words of instruction disappear. but the slide fills the entire screen (or most of the screen. Many slides also have another. Drag over the words. copy. Most slides include a text placeholder frame at the top for entering a slide title. To advance from slide to slide.Chapter 14: Constructing and Delivering a Presentation
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Slide Show view: Giving a presentation
In Slide Show view (refer to Figure 14-5). larger text placeholder frame for entering a bulleted list. and you are free to enter a title or text of your own. Not only that. Later in this chapter. Press Ctrl+A. Here are techniques and shortcuts for selecting text: To Select A word A few words A paragraph A block of text Do This Double-click the word. you have to select it. Click at the start of the text you want to select. press the Esc key. these pages explain how to select. depending on your browser settings). which is why the first thing you see when you add a new slide to a presentation are the words “Click to add [the] text. click the screen. simply wiggle your fingers over the keyboard. delete. Triple-click inside the paragraph. and move text on slides. To quit Slide Show view. copy.

✓ Cutting and copying to the Clipboard: Select the text. You can find this button on the Quick Access toolbar in the upper-left corner of the screen. By the way.
. Then click where you want to move or copy the text and click the Paste button (or press Ctrl+V). ✓ Align Text Right: Lines up text along the right side of a frame. Rightaligned text is uncommon but can be used artfully in titles. PowerPoint offers these Align buttons: ✓ Align Text Left: Lines up text along the left side of a frame. Click the Align Text Left button (or press Ctrl+L). you can move and copy text in an Office Web App. as shown in Figure 14-6.222
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Deleting text
To delete a bunch of text at one time. hold down the Ctrl key while you drag. leaving an equal amount of space on both slides. You can always click the Undo button if you regret deleting text. PowerPoint Web App included. The letters you type immediately take the place of and delete the text you selected. To copy the text.
Moving and copying text
As Chapter 4 explains in onerous detail. Typically. select the text you want to delete and press the Delete key. Click the Center button (or press Ctrl+E). Click the Align Text Right button (or press Ctrl+R). Use the Align buttons on the Home tab to align paragraphs and bulleted or numbered list items horizontally in a text frame. click the Cut button (or press Ctrl+X) to move the text or click the Copy button (or press Ctrl+C) to copy it. paragraphs and list items are left-aligned. by using these techniques: ✓ Drag and drop: Select the text and drag it to a new location.
Aligning Text in Text Frames
Where text appears in a text frame is governed by how it is aligned. and on the Home tab. you can kill two birds with one stone by selecting text and then starting to type. Titles are often centered. ✓ Center: Centers text.

Use a numbered list to rank items in a list or present step-by-step instructions. as shown in Figure 14-8.Chapter 14: Constructing and Delivering a Presentation
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Figure 14-6: Ways of aligning text in text frames: Align text left. bulleted lists are useful when you want to present the reader with alternatives or present a list in which the items are not ranked in any order. a bullet is a black. and align text right.
Handling Bulleted and Numbered Lists
What is a PowerPoint presentation without a list or two? It’s like an emperor without any clothes on. also known as a nested list. use a numbered list to show rank or chronology (right). center. In typesetting terms. As Figure 14-7 shows. This part of the chapter explains everything there is to know about bulleted and numbered lists. filled-in circle or other character that marks an item on a list.
Figure 14-7: Items aren’t ranked in a bulleted list (left).
. including how to remove the bullets or numbers and create a sublist.

In other words. a bulleted sublist inside a numbered list. Figure 14-8 shows a common type of sublist. ✓ Converting a numbered to a bulleted list (or vice versa): Drag over the list to select it.224
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Creating a bulleted or numbered list
Many slide layouts include text frames that are already formatted for bulleted lists. make all entries in the list. go to the Home tab. Click the Bullets or Numbering button. Each time you press Enter. including the entries you want for the sublist. All you have to do in these text frames is “click to add text” and keep pressing the Enter key as you enter items for your bulleted list. clicking the Numbering button removes the numbers and turns the paragraphs into standard paragraphs. Create the parent list and number it. Select the part of the numbered list that you want to make into a sublist. Clicking the Bullets button removes the bullets and turns the paragraphs into standard paragraphs.
Removing bullets and numbers from a list
Follow these steps to remove the bullets or numbers from a list: 1. 2. and click the Numbering button.
Making sublists. go to the Home tab.
. also known as a nested list. 3. and then click the Bullets or Numbering button. is a list that is found inside another list. Select the list. Follow these instructions to create a bulleted or numbered list: ✓ Creating a bulleted list: Select the list if you’ve already entered the list items. PowerPoint Web App adds another bullet to the list. go to the Home tab. and number the entries. Go to the Home tab. ✓ Creating a numbered list: Select the list if you’ve already entered the list items. Follow these steps to create a bulleted sublist: 1. 2. and click the Bullets button. or nested lists
A sublist.

click the Increase List Level button. After you switch to Editing view. you have to move slides forward and backward in the presentation. I’m sorry.
Selecting. And sometimes you have to delete a slide. but you can’t select more than one slide at a time. On the Home tab.
3. You can’t move or delete slides unless you select them first.
. The indented portion of the list is marked with bullets. not numbers. you have to wrestle with the slides. Click the Bullets or Numbering button. These pages explain how to move and delete slides and how to select them. 4. Click the Decrease List Level button if you want to return a sublist to the parent list. You have to make them do your bidding.Chapter 14: Constructing and Delivering a Presentation
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Figure 14-8: A numbered list with a bulleted sublist. The list is intended. and Deleting Slides
As a presentation takes shape. click a slide in the Slides pane to select it. To turn your sow’s ear into a silk purse.
Selecting slides
Switch to Editing view to select slides. Moving.

✓ Press the Delete key. A horizontal line shows you where the slide will land when you release the mouse button. Create hidden slides if you anticipate having to turn your presentation in a different direction — to answer a question from the audience. select the slide you want to move and use one of these techniques to move it: ✓ Dragging and dropping: Click the slide you selected and drag it up or down in the Slides pane to a new location. 3.
Hidden Slides for All Contingencies
Hide a slide when you want to keep it on hand “just in case” during a presentation. click the Delete Slide button. The best place to put hidden slides is the end of a presentation where you know you can find them. or revisit a topic in more depth. prove your point more thoroughly. 2. Go to the Home tab. select the slide and click the Hide Slide button again. Click the Hide Slide button.
. think twice about deleting. Select the slide you want to delete and use one of these techniques for deleting slides: ✓ On the Home tab. Select the slide you want to hide. click the Cut button (or press Ctrl+X).226
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Moving slides
In Editing view. Follow these steps to hide slides: 1. select the slide that you want the slide to appear after and then click the Paste button (or press Ctrl+V). Hidden slides’ numbers are crossed through in the Slides pane in Editing view. ✓ Cutting and pasting: On the Home tab. Short of clicking the Undo button.
Deleting slides
Before you delete a slide. Hidden slides don’t appear in presentations unless the presenter decides to show them. Next. To “unhide” a slide. you can’t resuscitate a deleted slide.

They’ll give you ideas for what to say and help you communicate better. ✓ In Reading view: Click the Notes button. Brainstorm and rain notes onto the Notes pane as you construct your presentation. Enter your note. They aren’t for the unwashed masses.
Reading notes
Use one of these techniques to read notes: ✓ In Editing view: Click the Notes button. Don’t even bother to spell words correctly. Don’t hesitate to write notes to yourself as you put together your presentation. and I jot down those words in the Notes pane. as shown in Figure 14-9. and press the Tab key to indent. Treat the Notes pane like a page in a word processor. The notes will come in handy when you’re rehearsing and giving your presentation. For example.
Entering a note
Follow these steps to enter a note: 1.
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Scribbling Notes to Help with Presentations
Notes are strictly for the speaker. Switch to Editing view. to display the Notes pane along the bottom of the Slide window. 3. I find when I’m constructing a slide that I often get ideas for the words I want to say while the slide is on-screen.
. if necessary. Click the Notes button. press Enter to go to the next paragraph. Be creative. This button is located along the bottom of the screen. if necessary. You must show the presentation in PowerPoint 2010 to show hidden slides. if necessary to display notes. 2. to view notes in the Notes pane.Chapter 14: Constructing and Delivering a Presentation
PowerPoint Web App doesn’t offer commands for showing hidden slides during a presentation.

Rehearse it while imagining yourself in the presence of an audience. Rehearse it out loud. Remember that the audience wants you to succeed. rehearse your presentation until you know it backward and forward. “Don’t be nervous in front of the audience” or “Direct your nervous energy into the presentation.
. I know that most advice about public speaking is gratuitous advice. and rehearse some more
The better you know your material.
Rehearse.228
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Figure 14-9: Entering a note in the Notes pane. It’s easy to say. Following are some tips — I hope they aren’t too gratuitous — to help you deliver your presentation and overcome nervousness.
Advice for Delivering a Presentation
As one who is terrified of speaking in public. The audience is rooting for you. Audiences want to see good presentations. the less nervous you will be.” but not being nervous is easier said than done. To keep from getting nervous.

put a simple slide with your company name or logo on-screen). These pages explain how to start and end a presentation. Look at the audience.
Take control from the start
Spend the first minute introducing yourself to the audience without running the PowerPoint Web App (or. You give the audience a chance to get to know you. at least the move-from-slide-to-slide part is pretty easy. One says to look over the heads of the audience and address your speech to an imaginary tall person in the back row.Chapter 14: Constructing and Delivering a Presentation
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Connect with the audience
Address your audience and not the screen where your presentation is being shown. and how to advance or retreat from slide to slide. The main thing to remember is to keep your head up and look into the audience as you present your slides. All you have to do is go from slide to slide and woo your audience with your smooth-as-silk voice and powerful oratory skills. make a list of what those questions might be. if you do run it. I have heard two different theories about making eye contact with an audience. This way. You can “hide slides” in anticipation of questions you will be asked. Well. and formulate your answers beforehand.
. giving a presentation can seem kind of anticlimactic. you establish your credibility.
Anticipate questions from the audience
If you intend to field questions during a presentation. not the slides. as “Hidden Slides for All Contingencies” explains earlier in this chapter. You should know your presentation well enough in advance that you don’t have to consult the notes often. Make eye contact with the audience. but don’t read notes word for word. Another says to pick out three or four people in different parts of the room and address your words to them at various times as you speak. Pause to look at your notes.
Giving Your Presentation
Compared to the preliminary work.

clicking is the only technique you need to know when giving a presentation.
. the slide fills the browser window. but you can also take advantage of these techniques: ✓ Advancing the presentation: Click the screen or press the spacebar.
Figure 14-10: A slide as it looks during a presentation. Go to the View tab. or ← key on your keyboard. Click the Slide Show button. the next slide appears. ↑. click onscreen. This is what the audience sees when you deliver your presentation in a Web browser.
Going from slide to slide
To go forward from one slide to the following slide in a presentation. 2. ↓. PgDn. or → key on your keyboard. ✓ Going backward in a presentation: Press the P (or previous). As soon as you click. If all goes well. N (for next).230
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Starting a presentation
Follow these steps to start a presentation: 1. PgUp. As shown in Figure 14-10.

Microsoft doesn’t permit two people to work on a presentation at the same time in PowerPoint Web App. PowerPoint 2010 doesn’t mark changes that coworkers make to a presentation. On the status bar. To end a slide show at any time.Chapter 14: Constructing and Delivering a Presentation
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Ending a presentation
When you reach the end of a presentation. whether you’re at the start. When you see the words “Updates Available” on the status bar. You can click the Authors icon to see a pop-up list with your coauthors’ names. or end.” Clicking returns you to Editing view. click the Esc key. click the Save button (or press Ctrl+S) to synchronize your presentation with the Web server and get an up-to-date presentation. click to exit. the screen turns black and you see the words “End of slide show. The changes just appear. middle.
.
Coauthoring a PowerPoint Presentation
The only way to coauthor a PowerPoint presentation — to work on it at the same time as someone else — is to open it in PowerPoint 2010. it takes about 15 seconds after one coauthor saves changes to a presentation for the words “Updates Available” to appear on the other coauthor’s PowerPoint status bar. a number next to the Authors icon tells you how many coauthors are also working on your PowerPoint presentation. In my experiments.

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Part VI
OneNote Web App
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P
In this part . and storing notes.
. . OneNote Web App is unique among the Office Web Apps in that sharing notebooks is very. the Office Web App devoted to taking. organizing. very easy. Part VI describes the ins and outs of coauthoring notebooks and how to make sure your notebook is always in sync with your collaborators’. .art VI takes you on a whirlwind tour of OneNote Web App.

moved. You also find out how to write notes and format the text on notes. and combined with other notes. pages. organize. and subpages. OneNote Web App helps you organize your ideas. A OneNote file is called a notebook.Chapter 15
Writing and Storing Notes
In This Chapter
▶ Introducing OneNote Web App ▶ Creating a notebook for storing notes ▶ Examining the differences between OneNote Web App and OneNote 2010 ▶ Creating sections. you can store. You can use OneNote Web App to refine your thinking about the work you want to do and the subjects you want to tackle.
T
Introducing OneNote Web App
Everybody who has been in a classroom or participated in a business meeting knows what note-taking is. Turn to this chapter to get the basics of using OneNote Web App. sections. You find out how to create units for storing notes — a notebook. Within a notebook. and retrieve your notes in various ways. pages. for example. and subpages. OneNote Web App adds another dimension to note taking. pages. you can use notes as building blocks for different projects — for white papers and reports. Because notes can be copied. you can write notes and organize your notes into sections. What makes taking notes with OneNote Web App special is that the notes are digital. and for that reason. and subpages for notes ▶ Writing notes ▶ Formatting note text
his chapter introduces OneNote Web App and describes how you can use it to take notes and organize them.
.

or PowerPoint file in Word Web App. 3. ready for you to fill it with notes. as well as how to open and close files. you can’t store OneNote notebooks in subfolders on SkyDrive. This figure shows the same notebook in OneNote Web App (top) and OneNote 2010 (bottom). or PowerPoint Web App if somebody already has it open in Word. As of this writing. one using OneNote Web App and the other using OneNote 2010.
Comparing OneNote Web App to OneNote 2010
OneNote Web App isn’t as sophisticated as OneNote 2010. Excel. To spare you a trip to Chapter 2. But that isn’t true of OneNote Web App. OneNote 2010 offers many more tabs. The New Microsoft OneNote Notebook window opens. can open the same OneNote notebook.
. Excel.
Creating Notebooks with OneNote Web App
Chapter 2 explains in detail how to create files with the Office Web Apps.236
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OneNote Web App is a little different from the other Office Web Apps. Enter a name for your notebook. here are the basics of creating a new notebook with OneNote Web App: 1. as Figure 15-1 demonstrates. OneNote Web App doesn’t have the same limitations as the other Office Web Apps when it comes to opening a file at the same time in an Office Web App and an Office 2010 program. A new notebook opens. or PowerPoint 2010. They can work on the same notebook together. You can’t open a Word. section tabs along the top of the page. Two people. and a page list on the right side of the screen. 2. Excel Web App. Click the New link and choose OneNote Notebook on the drop-down list. Click the Save button.

Chapter 15: Writing and Storing Notes

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Figure 15-1: OneNote Web App (top) and OneNote 2010 (bottom).

Table 15-1 lists features in OneNote 2010 that aren’t available in OneNote Web App. If you want to use one of the features listed in the table, you have to click the Open In OneNote button on the Home tab. Clicking this button opens your notebook in OneNote 2010.

OneNote 2010 Features Not Available in OneNote Web App
Description Send notes by e-mail, assign notes to tasks, and insert a meeting from Outlook Insert and remove extra writing space Copy part of a screen into a note Attach a file to a note Insert a printed copy of a file in a note Scan paper documents and insert them in notes Record the date and time on a note Draw an equation with the Equation Editor tools Enter a symbol or foreign character in text Send a page by e-mail Go to a page with an unread note Mark a page’s notes as unread Share a notebook with colleagues Open the Recycle Bin to view and restore notes

Draw notes by hand Create shapes on the page Rotate and handle overlapping shapes Convert handwritten notes to text Spell-check notes Use the Research task pane services — the dictionaries, thesauruses, and search engines Translate text from one language to another Declare what language a note is written in Link notes with a Web page or Office file

Chapter 15: Writing and Storing Notes
Feature View Full Page View Dock to Desktop Page Setup Zoom Window Side Note Switch to full-screen mode Place OneNote on the side of the Windows desktop Specify how to show pages when printed Zoom in and out Open secondary windows; keep the OneNote window on top Write a side note that you can enter on a page later Description

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OneNote Web App: A Geography Lesson
Figure 15-2 points out the different parts of the OneNote Web App screen. Here is a brief OneNote Web App geography lesson: ✓ Quick Access toolbar: This toolbar offers the Undo and Redo buttons. Click the Undo button to reverse your latest action; click the Redo button if you regret clicking the Undo button. ✓ File tab: Go to the File tab to open a notebook in OneNote 2010, view a notebook’s Properties page, or close a notebook. ✓ The Ribbon: Select a tab on the Ribbon — Home, Insert, View — to undertake a new task. ✓ Navigation bar: Sections and pages you create for organizing your notes appear on the Navigation bar. ✓ Sections, pages, and subpages: Organize your notes into sections, pages, and subpages. The names of sections, pages, and subpages appear on the Navigation bar. The upcoming section “Units for Organizing Notes” explains sections, pages, and subpages.

Creating Storage Units for Notes
Before you write your first note, give a moment’s thought to organizing notes in the notebook-section-pages-subpages hierarchy. Think of descriptive names for your notebook, sections, pages, and subpages. Then get to work creating the storage units you need for your notes. These pages explain what the storage units are and how to create sections, pages, and subpages.

Units for organizing notes
From largest to smallest, OneNote Web App offers these units for organizing notes: ✓ Notebook: Create a notebook for each important project you’re involved in. Earlier in this chapter, “Creating Notebooks with OneNote Web App” describes how to create a notebook. ✓ Sections: A section is a subcategory of a notebook; it is used to store pages. Each notebook can have many different sections, and each section, in turn, can have many pages. Earlier in this chapter, Figure 15-2 shows four sections in a notebook: Agriculture, Capitol, Demographics, and Tourism.

Chapter 15: Writing and Storing Notes
✓ Pages and subpages: Pages and subpages are for writing and storing notes. Pages and subpages are stored in sections. As shown in Figure 15-2, the names of pages appear under section names. These section names are on page tabs, which are on the Navigation bar (look to the left side of the screen). Within a page, you can also create a subpage, as shown in Figure 15-2. ✓ Notes: Write your notes on pages. To write a note, all you have to do is click and begin typing. If you’ve spent any time with OneNote 2010, you may notice a note storage unit missing from OneNote Web App: section groups. A section group is a means of organizing and quickly finding sections.

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Creating a section
Follow these steps to create a new section for storing notes: 1. On the Insert tab, click the New Section button (see Figure 15-3). The New Section dialog box appears. You can also right-click in the Navigation bar and choose New Section to display this dialog box. 2. Enter a name for the section. 3. Click OK. After you create a new section, OneNote Web App automatically creates a new page to go with it. This page is called “Untitled Page.” To rename this page, enter a name in the Title text box at the top of the page.

Creating a page
Follow these steps to create a new page for storing notes: 1. In the Navigation bar, select the section where you want the new page to go. 2. Click the New Page button. You can find this button on the Insert tab and Navigation bar. • Insert tab: The New Page button is the leftmost button on the Insert tab. • Navigation bar: Move the pointer onto the section name. The New Page button appears to the right of the name.

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Click a button or right-click to create a page or section

Figure 15-3: Creating places to store notes.

Right-click to create a subpage

A new page appears. You can also right-click a section name in the Navigation bar and choose New Page to create a new page. 3. Enter a name in the Title text box. The name you enter appears on a page tab in the Navigation bar. The date and time you create a page appears under the page’s name. You can use this information to help identify pages.

Creating a subpage
Within a page, you can create subpages to help organize your notes. Follow these steps to create a subpage:

and subpages
Think the word “right-click” when you want to rename or delete a section or page.
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Renaming and deleting sections.
Entering and Arranging Notes
After you create sections and pages for storing notes. You can indent a page even further. In the Navigation bar. right-click the page and choose Increase Indent on the shortcut menu. As shown in Figure 15-4. enter a new name for your section or page. right-click it and choose Decrease Indent on the shortcut menu that appears.
.Chapter 15: Writing and Storing Notes
1. Type your note in the box. These topics are explained forthwith. After you choose Rename. pages. click inside it and start entering or deleting text. right-click it in the Navigation bar and choose Rename or Delete on the shortcut menu (refer to Figure 15-3). To rename or delete one of these items. To edit a note. You can also change a box’s size and shape. notes appear in note boxes. To promote a subpage to a page. You can drag these boxes where you will on the page. if you want. 2.
Writing a note
Follow these steps to write a note: 1. by choosing the Increase Indent command again. 2. An empty note box appears. The previous topic in this chapter explains how to create a page. you can begin entering notes. Double-click the spot on the page where you want the note box to be. Create a page. You can also copy text into the box by clicking the Paste button (or pressing Ctrl+V). The page is indented to indicate that it is a subpage.

you can choose a font for text. ✓ Changing a note’s size: Move the pointer over the right side of the note box. by all means format the text. You can do so with these techniques: ✓ Basic text formatting: On the Home tab. click and drag to the left or right. change the size and color of text. Chapter 4 explains commands for formatting text in Office Web Apps. OneNote offers different commands for formatting the text in notes.
.
Arranging and resizing notes
Arrange notes on the page to make them easier to read and understand.
Formatting the Text in Notes
On the Home and Insert tabs.244
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Figure 15-4: Notes appear in note boxes. Follow these instructions to arrange notes: ✓ Changing a note’s position: Move the pointer over the top of the note box. and create bulleted and numbered lists. click and start dragging. and when the pointer changes into a double arrow. and when the pointer changes into a four-headed arrow. If formatting note text makes reading and understanding notes easier.

deleting. click the top of the page to open a drop-down list with options for re-hiding.Chapter 15: Writing and Storing Notes
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Revisiting (and restoring) an earlier version of a page
From time to time. Click a page version’s name to open and read an earlier version of a page. right-click it and choose Delete.
. The names of page versions appear on the Navigation bar below the name of the page you right-clicked. Click the Page Versions button. Then choose Restore on the drop-down list. 2. To make an earlier version of a page the one you want for your notes. and restoring the page. Go to the View tab. To delete a page version. These page versions are dated with an author’s name. 3. click the Page Versions button a second time or right-click a page’s name in the Navigation bar and choose Hide Versions on the shortcut menu. OneNote Web App saves a copy of the page in case you want to revisit or restore it. You can also see page versions on the Navigation bar by right-clicking a page’s name and choosing Show Versions on the shortcut menu. To read an earlier version of a page. follow these steps: 1. To hide page versions.

Click in the text you want to format.
. click the Table button and choose how many columns and rows you want for your table.
Figure 15-5: Choose a style in the Styles gallery.) Chapter 5 explains how to insert pictures and clip-art images in notes. These commands are described in Chapter 10. The (Table Tools) Layout tab offers commands for laying out the table. open the Styles gallery. (They are identical to the commands in Word Web App for formatting tables. styles present an easy way to format text. for example. and choose an option. Then enter the table data. as shown in Figure 15-5. ✓ Tables: On the Insert tab. to make a heading on a note stand out.246
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✓ Styles: On the Home tab. Choose Heading 1.

It demonstrates how to rearrange sections and view or hide pages in the Navigation bar. Use it to get from section to section and page to page. It lists the names of sections you created for storing notes. You also see how to change views.
Going from Section to Section and Page to Page
The Navigation bar is your ticket to ride in OneNote Web App. Use these techniques in the Navigation bar to get here and there: ✓ Going to a section: Click the name of a section to visit it. click the section’s name. find out who wrote a note. and deleting notes and sections ▶ Coauthoring notebooks in Office Web App and Office 2010
N
otes aren’t worth very much unless you can locate them. it lists the pages within each section.
.Chapter 16
Organizing Your Notes
In This Chapter
▶ Navigating to sections and pages ▶ Displaying and hiding sections and pages on the Navigation bar ▶ Getting a different view of your work ▶ Seeing who authored a note ▶ Tagging notes so that you can follow through ▶ Selecting. This chapter explains what you can do with your notes after you write them. and copy or move them elsewhere. and move and copy notes. copying. If page names aren’t displayed under a section. ✓ Going to a page or subpage: Click a page or subpage name to visit a page or subpage. retrieve them. as shown in Figure 16-1. and if pages are displayed. categorize notes by tagging them. moving.

you can make it do your bidding.248
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Click a section name. if necessary. By hiding and displaying pages and by rearranging section names in the Navigation bar. To make the Navigation bar less crowded. hide and display section pages as you need them. to see its pages
Figure 16-1: The Navigation bar with pages hidden (left) and displayed (right).
Making the Navigation Bar Work for You
The Navigation bar is supposed to work for you — not the other way around. as I explain shortly.
Displaying and hiding pages
The Navigation bar can get awfully crowded with pages and subpages if you aren’t careful.
.

go to the View tab and click the Editing View or Reading View button: ✓ Editing view: Write. Only in Editing view can you move. a black horizontal line shows you where your section will land after you release the mouse button. To switch to Editing view.
Changing Your View in OneNote Web App
As shown in Figure 16-2. Click to select the name of the section you want to move. 3. delete. As Figure 16-1 (shown earlier in this chapter) demonstrates. Switch to Editing view if you aren’t already there. Clicking a second time displays them. Editing view and Reading view. To change views. and format notes. ✓ Reading view: Read and study notes in Reading view. edit. go to the View tab and click the Editing View button. Follow these steps to move a section higher or lower in the Navigation bar: 1.
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Rearranging section names in the Navigation bar
You are hereby invited to change the order of sections in the Navigation bar if changing the order helps you locate and enter notes. clicking a section name hides its pages. and organize notes in Editing view.Chapter 16: Organizing Your Notes
To hide or display a section’s pages. 2. As you drag. OneNote Web App offers two views. click the section’s name. To return to Editing view. copy. click the Edit in Browser button.
. Drag the section name higher or lower in the Navigation bar.

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Figure 16-2: OneNote Web App in Editing view (top) and Reading view (bottom). you need to know who wrote the notes in your OneNote file.
. You can find out very easily who wrote a note. Names appear beside notes to tell you who wrote them. Go to the View tab and click the Show Authors button.
Seeing Who Wrote a Note
Especially if you share a notebook with others.

Some tags include a check-off box that you can click to mark a note you’re finished with. OneNote offers the Tab drop-down list for that very purpose. 3. you can tag notes to make it easier to follow up on them. Tag a note to highlight its text in a certain color or place an icon beside its name. Select the note you want to tag. as shown in Figure 16-3. and subpages.
. click the Show Authors button a second time.
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Tagging Notes for Follow-Up
The best way to keep notes from getting lost is to carefully place them in sections. Short of that.Chapter 16: Organizing Your Notes
To cease seeing the names of authors. On the Home tab. Choose a tag on the menu. click the Tag button to open the Tag drop-down list. 2. pages. Choose More Tags to open a submenu with more tagging choices.
Follow these steps to tag a note: 1. OneNote offers no fewer than 29 different tags.
Figure 16-3: Tagging a note with the Tab drop-down list.

one person operating in OneNote 2010 and the other in OneNote Web App can coauthor the same notebook at the same time without a hitch. right-click. Here are methods for handling a few housekeeping chores in OneNote Web App: ✓ Selecting notes: Click the bar along the top of a note to select it.
. Select the note. and choose Paste (or press Ctrl+V). OneNote is very hospitable when it comes to admitting many coauthors to the party.252
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You can tag a note with more than one tag. right-click the page where you want to copy the note. click the Tag button. and choose Remove Tag on the Tag drop-down list. ✓ Copying a note to another page: Select the note. housekeeping can be a tedious and irksome activity. For example. rightclick the page where you want to move the note. ✓ Deleting a page or subpage: Right-click the page tab and choose Delete. Sorry. choose Copy (or press Ctrl+C). To remove a tag from a note. So can two people working in OneNote Web App or two people working in OneNote 2010. select the note. ✓ Moving a note to another page: Use the tried-and-true cut-and-paste method.
Coauthoring Notebooks with Others
Too bad the other Office Web Apps aren’t as good with the coauthoring feature as OneNote Web App and OneNote 2010 are. ✓ Deleting a section: Right-click the section tab and choose Delete on the shortcut menu that appears. You and a coauthor can open a shared notebook in any combination of OneNote Web App and OneNote 2010 and revise to your hearts’ content. ✓ Deleting a note: Select the note you want to delete and press the Delete key. but you can’t select more than one note at a time in OneNote Web App. right-click. “Coauthor” is the term that Microsoft uses to describe two or more people working an Office Web App at the same time.
Some Housekeeping Chores
Unless you play loud soul music while you’re doing it. choose Cut (or press Ctrl+X). and choose Paste (or press Ctrl+V).

but you can copy changes to the main page.
Seeing who your coauthors are
You can’t click the status bar to see a pop-up list with the names of people who are editing a notebook concurrently with you. The page now has two versions of the note. That means all notebooks are in sync with each other every 20 seconds or so.and namestamped version of the page in red. I hope that gives you an idea of who your coconspirators are. on the Navigation bar. This page cannot be edited. Beside each note.” To resolve the conflict. you see the name of the person who wrote or last edited it. create a new note.Chapter 16: Organizing Your Notes
The remainder of this chapter looks into coauthoring in OneNote Web App and OneNote 2010. in red. go to the other page. Click here for more options.
Handling unmerged notes
In the unlikely event that two coauthors make contradicting changes to a note. yours and another editor’s. The message at the top of this page reads. as you can in the other Office Web Apps. it takes about 20 seconds for a revision made to a notebook in OneNote Web App to appear in other coauthors’ notebooks. you can do one of the following: ✓ Copy the unsynchronized note: Copy the red-highlighted note to the page it couldn’t be synchronized with (select the text in the note.
. as shown in Figure 16-4. ✓ Abandon the unsynchronized note: Click the message at the top of the page and choose Delete on the drop-down list (see Figure 16-4). The only hard part about coauthoring in OneNote Web App is finding out who your coauthors are and handling the rare occasion when notebook pages can’t be synchronized.” Click the message and you see. and press Ctrl+V). notes that could not be synchronized. “Conflicting changes are highlighted in red. Click here to show versions of the page with unmerged changes. a time. a message appears on top of the page where the note is stored: “This page has changes that could not be merged during synchronization. press Ctrl+C. But you can go to the View tab and choose Show Authors to see who authored notes. Select this page to open a page that shows you.
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Coauthoring in OneNote Web App
In my experiments.

In OneNote 2010.
. If the notebook is up-to-date.254
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Unsynchronized page Click to delete or hide the unsynchronized page
Figure 16-4: Handling edits that couldn’t be merged. and these words appear when you move the pointer over the icon: “This notebook is connected and syncing changes. a check mark appears on the Sync icon. as shown in Figure 16-5. Changes made to a OneNote notebook in OneNote 2010 are saved automatically as soon they are made. Look to these green-highlighted notes to see what your coauthors’ latest changes to the notebook are. you can tell whether a notebook is synchronized and up-todate by glancing at the Sync icon next to its name on the Navigation bar.” To show you where changes were made to notes when the notebook was most recently synchronized.
Coauthoring in OneNote 2010
As you probably know. Changes are also synchronized to coauthors’ notebooks in a matter of about 20 seconds. OneNote 2010 is the only Office 2010 program without a Save button or Save command. notes are highlighted in light green.
Choose Hide Conflict Pages on the drop-down list (see Figure 16-4) to hide the unsynchronized page on the Navigation bar.

click it to see author’s initials if they aren’t already on display). but you can go to the View tab and click the Show Authors button (see Figure 16-5) to see an author’s initials beside each note. But you can decide for yourself how and when to synchronize notebooks. By moving the pointer over initials. (This button is a toggle.Chapter 16: Organizing Your Notes
Sync icon Click to see who wrote notes
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Figure 16-5: OneNote 2010 offers different tools for sharing notebooks. in a pop-up box. Give the synchronizing command if you aren’t sure whether your notebook is properly synchronized: ✓ Right-click the Sync icon on the Navigation bar and choose Sync This Notebook Now on the shortcut menu. your notebook is synchronized with your coauthors’ notebooks every 20 seconds or so. Then choose Sync on the drop-down list that appears.
Synchronizing your notebook with coauthors’ notebooks
Unless you change the settings. ✓ Press Shift+F9. ✓ On the File tab. click the Settings button next to the name of the notebook you want to synchronize.
Finding out who your coauthors are
Sorry.
. you can’t see who is currently editing a notebook along with you. and on the Notebook Information page. choose Info. the author’s name and when the note was written or last edited. you can read.

• Right-click the Sync icon and choose Notebook Sync Status on the shortcut menu that appears.256
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Use the Shared Notebook Synchronization dialog box to tell OneNote 2010 how you want to synchronize your notebook.
Figure 16-6: Telling OneNote 2010 how you want to synchronize notebooks.
2. Open the Shared Notebook Synchronization dialog box. To synchronize.
. You can open the dialog box with these methods: • Click the notebook’s Sync icon on the Navigation bar (refer to Figure 16-5). you have to right-click the Sync icon on the Navigation bar and choose Sync This Notebook Now or press Shift+F9. • Choose Work Offline – Sync Only When I Click “Sync Now” to synchronize the notebook only when you tell OneNote to synchronize. Follow these steps to open this dialog box and tell OneNote how to synchronize notebooks: 1. Choose how you want to synchronize the notebook. Your choices are twofold: • Choose Sync Automatically Whenever There Are Changes to save changes to the server as soon as they are made. This dialog box is shown in Figure 16-6.

Part VII
The Part of Tens
.

. .ach chapter in Part VII offers ten tidbits of rock-solid information you need to know about the Office Web Apps.
E
In this part . You find out the ten things everybody should know about the Office Web Apps. and ten things everybody should know about running a browser with the Office Web Apps. ten things everybody should know about file sharing. With three chapters in this part. . that makes 30 — count ’em — 30 tidbits in all.

and OneNote sound familiar? If they do. it’s because you’re acquainted with the four Microsoft Office programs
.
T
There Are Four Office Web Apps
There are four — count ’em — Office Web Apps: ✓ Word Web App: For writing letters. ✓ OneNote Web App: For note-taking and organizing notes. and other documents. Excel. ✓ PowerPoint Web App: For creating and showing slides in a slideshow presentation. Read this brief chapter and you’ll get a sense of what the Office Web Apps are all about.Chapter 17
Ten Things Everyone Should Know about the Office Web Apps
In This Chapter
▶ Understanding what the Office Web Apps are ▶ Accessing the Office Web Apps and your files online ▶ Sharing and coauthoring files with the Office Web Apps ▶ Understanding the link between the Office Web Apps Office 2010 ▶ Running the Office Web Apps on Windows Live or SharePoint ▶ Thinking about privacy issues
his chapter describes ten things that everyone should know about the Office Web Apps. PowerPoint. reports. ✓ Excel Web App: For crunching numbers in spreadsheets. Do the names Word.

inside the Web browser. A Web browser is a program for visiting Web sites on the Internet.
Your Files Are Stored Online
The other major difference between the Office Web Apps and conventional computer programs is that the files you work on aren’t kept on your computer. Internet Explorer. Next time you have five spare minutes.
. sign up for Windows Live.
They’re Free!
Not many things in this world are free. and OneNote. and OneNote Web App are online versions of Word. Chapter 3 explains all you need to know about operating a browser with the Office Web Apps. and open a file with an Office Web App. take the Office Web Apps for a testdrive. The Office Web App software isn’t stored on your computer. PowerPoint Web App. Commands for running the Office Web App are transmitted through your Web browser.260
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from which the Office Web Apps take their names. all in the space of about five minutes (Chapter 2 explains how to sign up with Windows Live and create your first file). Microsoft recommends using these three browsers to run the Office Web Apps: Firefox. Word Web App. an Office Web App is a program inside another program. and run an Office Web App. Running an Office Web App entails running a Web browser. and. Did I mention that using the Office Web Apps is free? How can you resist trying them out?
You Run Office Web Apps through a Browser
The Office Web Apps aren’t called “Web apps” for nothing. PowerPoint. running the Office Web App. Excel. go to the Web site where your files are stored. To run an Office Web App. Safari. The difference between the Office Web Apps and conventional computer programs is that you run Office Web Apps through a Web browser. Excel Web App. you start a Web browser. and Chrome. You can go to Windows Live. In effect. it’s stored on the Web server where your files are. but signing up to use the Office Web Apps and running the Office Web Apps doesn’t cost one red cent.

you can share files. or OneNote Web App. PowerPoint. PowerPoint Web App. In and of themselves. All is not lost because you can always open your file in an Office 2010 program. Excel Web App. PowerPoint Web App. They can also go to the Web server and open the files. Excel. One of the first things you notice when you open Word Web App. many people can access and edit them. too. Still. is how measly it is compared to Word. But being able to use the Office Web Apps to share files with others makes the Office Web Apps unique and valuable.Chapter 17: Ten Things Everyone Should Know about the Office Web Apps
the files are kept on a Web server on the Internet or a Web server on a company network. and OneNote Web App.
Office Web Apps Are Pale Imitations of Office Programs
If you’re a fan of Word. PowerPoint. you open your browser. To open a file. Excel. This ability to share files is the primary purpose of the Office Web Apps. or OneNote isn’t available in Word Web App. You can coauthor files with other people using the Office Web Apps. It opens in an Office Web App. The Office Web Apps are pale imitations of their Office counterparts. all is not lost if a feature you like in Word. People scattered hither and yon over the earth can open the same file in an Office Web App and edit it at the same time. Excel Web App. for example. use your browser to go to the Web site on the Internet or your company’s network where your files are stored.
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The Main Purpose of Office Web Apps Is to Share Files
Because the files you work on with the Office Web Apps are stored online.
. the Office Web Apps don’t offer enough features and functions to be worthwhile using. and give the command to open it. Keeping files on a Web server instead of your computer’s hard drive makes it possible for other people to open the files. you may be disappointed by Word Web App. if Office 2010 is installed on your computer. locate the file. And because more than one person can access the same files. not on your computer. or OneNote.

Excel worksheets. you can click the Open In PowerPoint button to open the PowerPoint presentation you’re working on in PowerPoint Web App in PowerPoint 2010. But realistically. as opposed to just view files in. you need Office 2010 if you intend to use.262
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You Can Open Files in Office 2010
Each Office Web App has a command for opening the file you’re working on in an Office 2010 program. As I mention earlier in this chapter. Being able to call on an Office 2010 program when an Office Web App falls short is very nice indeed. called SkyDrive. You need to be able to click the Open In button to take advantage of features in Office 2010 software. you can go to SkyDrive. PowerPoint presentations. But to do it. for example. or an earlier version of Office — must be installed on your computer. You would click the Open In PowerPoint button when you needed a feature that PowerPoint 2010 has but PowerPoint Web App doesn’t have. is for storing files online. Office 2003. you may be able to get by with the Office Web Apps alone. In PowerPoint Web App. After you sign in to Windows Live.
Office Web Apps Are Companion Programs to Office 2010
The Office Web Apps are designed to be companion programs to Office 2010. If your computing needs are modest. One of these services. and use it to create and edit Word documents. Windows Live is a collection of free online services and software products offered by Microsoft. You probably can’t get by without calling on Office 2010 software from time to time to do the tasks you want to do. Office 2010 — not Office 2007. Chapter 2
. Not that you can’t use the Office Web Apps on their own without installing Office 2010 on your computer. open an Office Web App. or OneNote notebooks. the Office Web Apps.
You Run Office Web Apps on Windows Live or SharePoint
Everyone can run the Office Web Apps by signing up at Windows Live. the Office Web Apps fall far short of their Office 2010 namesakes.

Chapter 2 describes how to access a SharePoint Web site. The other way to use the Office Web Apps is to do it by way of a SharePoint 2010 Web site. Chapter 7 explains how to handle folder permissions on Windows Live. an administrator must give you permission to access the site. and getting at another person’s files is easier when the files are on the Internet or a network. Chapter 8 looks at SharePoint 2010 privacy issues. SharePoint does. Chapter 8 looks into using the Office Web Apps with SharePoint. Chapter 6 explains how to edit files you store on SkyDrive with the Office Web Apps.
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You Need to Think about Privacy Issues
Privacy matters more than usual when you run the Office Web Apps because your files are kept on a Web server. To use the Office Web Apps on a SharePoint Web site. Make sure you understand these safeguards and that you store files appropriately so that only people who should see your files see them. Windows Live offers safeguards for making folders where files are stored private or semiprivate. too.
. not on your computer.Chapter 17: Ten Things Everyone Should Know about the Office Web Apps
explains how to sign up with Windows Live. SharePoint 2010 is a Microsoft software product for storing and sharing files on a company network.

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.

or coauthoring files as Microsoft likes to call it. the Office Web Apps seem
. two heads are better than one. PowerPoint presentations.Chapter 18
Ten Things to Know about File Sharing
In This Chapter
▶ Understanding the prerequisites for file sharing ▶ Sharing files in public and shared folders ▶ Sharing files in Office Web Apps ▶ Sharing files using Office 2010 programs ▶ Knowing who your collaborators are ▶ Handling password-protected files
A
s the saying goes. Excel worksheets. and you can make more of your Word documents. the Office Web Apps aren’t much to crow about.
The Office Web Apps Are All about Sharing
Being able to share folders and files with others. In and of themselves. with the Office Web Apps. Especially if you’ve used Office 2010 software. is the chief reason to use the Office Web Apps. and OneNote notebooks by sharing them online with coworkers and colleagues. and being able to collaborate online with others. This brief chapter outlines ten things you should know about sharing files.

it must be stored in a public or shared folder. public. To go this route.
Share Files in Public and Shared Folders
SkyDrive folders come in three basic varieties: private.
. a network administrator must have set up an account for you. one of the Windows Live services. Not only that. but if the Office Web Apps don’t have a command you want. Excel. PowerPoint. you can open the file you’re working on in an Office 2010 program. you need an account with Windows Live or access to a SharePoint 2010 Web site.266
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kind of measly and small. Windows Live is a Microsoft Web site that offers free Web-based applications and services. and shared. Excel worksheet. you can create folders for storing and sharing Word. Anyone can get an account with Windows Live. SkyDrive offers commands for making a folder private. Chapter 7 explains how to share files in folders at SkyDrive. You can work on a Word document. Being able to work alongside others on the same file in an Office Web App or Office 2010 program is something special. PowerPoint presentation. They don’t offer very many commands compared to their Office 2010 counterparts. But the Office Web Apps open up the possibility of sharing files with others. Files in private folders are strictly for the use of the folder’s owner and are not for anyone else to see. public. Chapter 2 explains how to get a Windows Live account. With SkyDrive. Chapter 8 looks into enrolling at a SharePoint 2010 Web site and sharing files there.
You Need a Windows Live Account or SharePoint 2010
To share files with others. and OneNote files. SkyDrive also offers commands for inviting people to edit files in public and shared folders. To share a file. or OneNote Web App at the same time as a colleague. The other way to share files is to share them on a SharePoint 2010 Web site. These commands are described in Chapter 7. or shared.

you can open a shared file in Word. PowerPoint 2010. open the same worksheet in Excel Web App. edit. Being able to work together with someone else on an Excel worksheet or OneNote notebook is mighty nice. PowerPoint. coworkers putting together an Excel worksheet. And you can create subfolders inside a shared folder. can go to a folder in SkyDrive or a SharePoint 2010 Web site. and create files in a shared folder. PowerPoint. or OneNote 2010. Excel. Open in Excel. or OneNote 2010. ✓ Shared folder: You can view.
. you can use Word 2010. download. and OneNote 2010
Besides using the Office Web Apps to work on shared files. Open in PowerPoint.” By clicking this button (Open In Word. You can also edit files in Office 2010 programs as well as Office Web Apps.
You Can Also Share Files in Word. Excel 2010. Two People Can Work on the Same File
Two or more people can open the same file at the same time in Excel Web App and OneNote Web App and work simultaneously. one in Cleveland and the other in Tallahassee. I just hope all collaborators are doing their share of the work.
In an Excel and OneNote Web App. Each Office Web App offers a button called “Open In. For example. Chapter 7 explains in gruesome detail all the tasks that you can do to files in public and shared folders. and work on the worksheet together. or Open in OneNote).Chapter 18: Ten Things to Know about File Sharing
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What Sharing Means Is Different in Public and Shared Folders
What file sharing in SkyDrive actually means depends on whether the file being shared is stored in a public folder or a shared folder: ✓ Public folder: You can view (but not edit) and download files kept in a public folder.

PowerPoint. PowerPoint. Excel 2010. you can open a file stored in a shared folder in Word 2010.
Except for OneNote. or an earlier version Office. they can’t share it with you. some running the OneNote Web App and some running OneNote 2010. A dozen people. To share files with Word. Excel Web App. you can take advantage of the numerous commands in your Office 2010 program that aren’t available in an Office Web App. But there’s a hitch. OneNote 2010 is different from Word 2010. After you or a collaborator opens a shared file in Word 2010.
You Can See Who Your Collaborators Are
Want to know who besides yourself is working on a file or was invited to coauthor files in a folder?
. or PowerPoint 2010 effectively blocks others from opening and editing the file with an Office Web App. or PowerPoint Web App. Excel. Opening a shared file in OneNote 2010 does not block others from editing the file as well with OneNote Web App. After you open the file. Excel 2010. you must be using Office 2010. or OneNote. Excel 2010. others can’t open it as well in Word Web App. In other words.268
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The Office 2010 versions of Word. Excel 2010. But after you open it. Being able to open a file kept on SkyDrive or a SharePoint Web site with Office 2010 software on your computer is very nice indeed. You Can’t use Office 2010 Programs with Others
As I explain earlier. or PowerPoint 2010. Opening a file in Word 2010. can open a OneNote file on SkyDrive or a SharePoint Web site and work together in perfect harmony. Excel. others who share the file can’t open it. and OneNote offer many more commands and features than their Office Web App counterparts. or PowerPoint 2010 (but not OneNote 2010). as I explain very shortly. PowerPoint 2010 in that you can open a shared OneNote file in OneNote 2010 and still be able to collaborate with others. not Office 2007.

For example. (The title bar is located at the top of the screen. and OneNote 07–2010 files have four-letter. To share a Word. if you try to open a PowerPoint 2010 presentation that has been given a password in the PowerPoint Web App.” You can open the file in PowerPoint 2010. Microsoft does not allow you to share files that have been password-protected with an Office Web App. Go to the File tab and choose Info.
269
Sorry.) Follow these steps to convert a 97–2003 file to the 07–2010 format so that you can edit it with an Office Web App: 1. or OneNote file with others on Windows Live or a SharePoint Web site. PowerPoint. but not the PowerPoint Web App. In Word 2010 and PowerPoint 2010. or OneNote file is in the 07–2010 format or an earlier format? One way is to glance at its file extension. How do you tell whether a Word. The other way is to glance at the title bar. Excel. Clicking the Authors icon brings up a list of coauthors’ names. you can click the Authors icon on the status bar to see who your coauthors are. PowerPoint. Word.
. Click the Convert button. You can click this notice to see a pop-up window that lists your name and the names of other editors. You can view files saved in the 97–2003 format in an Office Web App. Not Edit. where the words “Compatibility Mode” in the title bar appear next to the file’s name if it is not in the 07–2010 format. Office 97–2003 Files. but you can’t edit the files. but You Can’t Share Password-Protected Files
As a security measure. 2. the file must be saved in the 07–2010 format. Excel.Chapter 18: Ten Things to Know about File Sharing
The lower-right corner of the Office Web App window tells you how many people are currently editing a file. Excel. you get this message: “PowerPoint Web App cannot open this presentation because it is encrypted using a password. You Can View. PowerPoint. not three-letter file extensions.

5. and in the Information window. Choose Encrypt with Password on the drop-down list. Click OK. click the Protect button (it’s called Protect Document. or Protect Notebook). Open the file that needs its password removed.
. Protect Presentation. Protect Workbook. 3. 4. Delete the password. You see the Encrypt Document dialog box. A drop-down list appears. You can now share the file in an Office Web App. Go to the File tab. 2.270
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Follow these steps to remove a password from an Office 2010 file and be able to share it in an Office Web App: 1.

For that reason.
T
The Office Web Apps Favor Four Browsers
Microsoft hedges its bets when it comes to recommending which browser to use with the Office Web Apps.Chapter 19
Ten Things to Know about Browsers and the Office Web Apps
In This Chapter
▶ Looking at the four browsers that the Office Web App supports ▶ Handling JavaScript and cookie settings ▶ Installing Silverlight ▶ Taking advantage of browser commands as you work in an Office Web App ▶ Making space in your browser for Office files ▶ Suppressing the urge to right-click and press shortcut keys
o run an Office Web App. depending on your browser settings. It can be awfully slow going. you must run one computer program (the Office Web App) inside another computer program (your Web browser). working in an Office Web App can be like building a ship inside a bottle. This chapter briefly describes what anyone who uses the Office Web Apps should know about browsers. Microsoft says that all browsers work just fine
. Throughout this book (especially in Chapter 3). I look into what you can do in your browser to make it work hand in hand with the Office Web Apps.

Based on Microsoft’s recommendation. The General tab of the Options dialog box opens. ✓ Chrome: Click the Tools button. The General dialog box opens. Then click the Custom Level button to open the Security Settings – Internet Zone dialog box. ✓ Internet Explorer: Choose Tools➪Internet Options. I suggest using Firefox. select the Enable JavaScript check box. or Chrome.
JavaScript Must Be Enabled
The Office Web Apps run at the behest of a computer program called JavaScript. select the Enable option button. Finally. Therefore. or Chrome.
Cookies Must Be Allowed
Cookies. Go to the Security tab and select the Enable JavaScript check box. and click OK. It also explains why Firefox is the best browser to use with the Office Web Apps. Safari. and in the Content Settings dialog box. and go to the Security tab in the Internet Options dialog box. to run the Office Web Apps. Then click the Content Settings button. here is how to enable JavaScript in the four browsers Microsoft recommends for use with the Office Web Apps: ✓ Firefox: Choose Tools➪Options. and go to the Under the Hood tab in the Google Chrome Options dialog box. If the menu bar isn’t displayed in your browser and you can’t choose menu options. JavaScript — do you get the impression that the people who write software are hyped up on caffeine drinks and sugar snacks?
. Safari. choose Options on the drop-downlist. To spare you a trip to Chapter 3. ✓ Safari: Choose Safari➪Preferences (or Edit➪Preferences on a Windows machine). Internet Explorer. click OK twice. press the Alt key to display the menu bar. Go to the Content tab.272
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but you are better off using one of these browsers: Firefox. under Active Scripting. JavaScript must be enabled in your browser. Chapter 3 explains how to download and install these browsers on your computer. In the Scripting section. go to the JavaScript tab and select the Allow All Sites to Run JavaScript option button. Internet Explorer.

Chapter 19: Ten Things to Know about Browsers and the Office Web Apps
Anyhow. The General dialog box opens. Go to the Security tab.
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Microsoft Recommends Installing Silverlight
Silverlight is a plug-in program that runs on top of a browser to make playing games. These files store information about you. and although Silverlight isn’t required to run the Office Web Apps. ✓ Internet Explorer: Choose Tools➪Internet Options and go to the Privacy tab in the Internet Options dialog box.silverlight. viewing movies. Microsoft makes Silverlight. make sure no check boxes are selected. besides enabling the JavaScript computer language. ✓ Safari: Choose Safari➪Preferences (or Edit➪Preferences on a Windows machine). ✓ Chrome: Click the Tools button and choose Options on the drop-down list. the browser you use with the Office Web Apps must allow cookies. here are shorthand instructions for allowing cookies in the four favorite browsers Microsoft recommends using: ✓ Firefox: Choose Tools➪Options to open the Options dialog box. On the Privacy tab. In the Content Settings dialog box. A cookie is a small text file that Web sites place on your hard disk when you first visit. and under Accept Cookies. you can download and install Silverlight starting at this address: www. open the Firefox Will drop-down list and choose Use Custom Settings for History. Microsoft recommends installing it on your computer because it makes the Office Web Apps run more smoothly. Then select the Accept Third-Party Cookies check box and click OK. Then go to the Under the Hood tab in the Google Chrome Options dialog box and click the Content Settings button.net. and playing animation possible. select the Always option button. As Chapter 2 explains in painstaking detail. Then drag the Settings slider downward to Medium High or lower and click OK. To keep you from having to make the arduous journey to Chapter 3. Chapter 2 also explains what a plug-in is and how to find out whether Silverlight (and the latest version of Silverlight) is installed on your computer. Chapter 3 explains what cookies are in detail and why you must allow first-party cookies.
.

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Zoom Using Browser Commands
Speaking as one whose eyesight gets worse by the day. Merely by dragging the Zoom slider in the lower-right corner of an Office 2010 program. or Ctrl+minus sign to zoom out. Zoom options are also available by clicking the Change Zoom Level button on the right side of the status bar and choosing an option on the pop-up menu (choose View➪Toolbars➪Status Bar if the status bar isn’t displayed). I’ve grown accustomed to using the Zoom commands in Office 2010 programs. The Office Web Apps don’t offer Zoom commands. you can cobble together a new document from several files by opening them. and pasting the text into the new document.
. they enlarge and shrink the Office Web App tabs and buttons. I was troubled the first time I opened an Office Web App to discover that the Office Web Apps don’t offer Zoom commands. ✓ Safari: Choose View➪Zoom In or View➪Zoom Out (or press Ctrl+plus sign or Ctrl+minus sign). Not only do these commands enlarge and shrink the text. you can enlarge or shrink the text. ✓ Internet Explorer: Choose View➪Zoom and choose an option on the submenu (or press Ctrl+plus sign or Ctrl+minus sign). Use these techniques to zoom in and out in the four browsers that Microsoft recommends for use with the Office Web Apps: ✓ Firefox: Choose View➪Zoom and choose an option on the submenu (or press Ctrl+plus sign or Ctrl+minus sign).
Open a Second File with the New Window or New Tab Command
One of the luxuries of working in a program installed on your computer is being able to open many files simultaneously. You can read the text on-screen comfortably no matter where you go in an Office 2010 program. for example. In Word 2010. ✓ Chrome: Press Ctrl+plus sign to zoom in. but you can enlarge and shrink the text by using the Zoom commands in your browser. press the Alt key to display the menu bar. If the menu bar isn’t displayed in your browser and you can’t open the View menu. copying text.

) 2. and Chrome. these commands are found on the View menu. To be more productive with the Office Web Apps. the commands are called Open in New Window and Open in New tab. toolbars. you can press F11 (or choose View➪Full Screen) to strip away all but the Web page you are currently viewing. navigate to the file you want to open and open the file.
.
Bookmark Your Files
Finding a file on SkyDrive or SharePoint so that you can open it can be a cumbersome task. bookmark your favorite Web sites. Internet Explorer. These menu bars and toolbars are meant to help you get from Web page to Web page faster. In Firefox. especially if the file you want to open is buried deep in a subfolder where it’s hard to get at. Usually. and the status bar. you can right-click the menu bar or a toolbar in a browser to see commands for hiding and displaying stuff. But the menu bars and toolbars can get in the way. They occupy valuable space on-screen that can sometimes be put to better use displaying data in an Office Web App window. (In Internet Explorer. Follow these steps to open a second (or third or fourth) file in an Office Web App: 1. Chapter 3 explains in detail how to get more room on-screen in a browser window. and do other things to hasten your adventures on the Internet. Moreover. and whatnots that are part of the browser screen.
275
Get More Room on the Screen
All browsers come with menu bars and toolbars of various shapes and sizes. Press F11 early and often when you’re working in an Office Web App. A new window or tab opens. you have to rely on your browser’s commands for opening new windows and new tabs. Right-click the folder with the file you want to open and choose Open Link in New Window or Open Link in New Tab. familiarize yourself with the commands in your browser for hiding and displaying menu bars. Press it a second time to redisplay the menu bars. In the new window or tab.Chapter 19: Ten Things to Know about Browsers and the Office Web Apps
To open several files simultaneously in the Office Web Apps. toolbars. The F11 key is a toggle.

And except for a handful of shortcut key combinations. Choose a file or folder on the History menu to retrace your steps. and Chrome. After a file is bookmarked. It also offers a History menu with commands for revisiting Web sites. either. Chapter 3 explains the details of bookmarking files in Firefox.
. bookmark your files. you can take advantage of the Back. Internet Explorer. Forward. Not being able to right-click and press shortcut keys to give all the commands is a drawback of the Office Web Apps. and History commands in your browser to get to folders and files that interest you. It takes some getting used to. Safari.276
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To spare yourself the trouble of clicking around in SkyDrive or SharePoint to find files you want to open.
Make Use of the Back.
Beware of Right-Clicks and Shortcut Keys
Especially if you work on a laptop. Forward. But right-clicking doesn’t get you very far in the Office Web Apps. all you have to do to open it is open the Bookmarks or Favorites menu in your browser and choose its bookmark’s name. pressing the familiar shortcut keys that you know and love doesn’t produce any results. and History Commands
Your browser has commands for going backward and forward to Web pages you previously visited. Click the Back or Forward button (or choose a Web page on their drop-down lists) to leap backward and forward to files and folders you visited. Your browser’s commands for jumping from page to page can save you a lot of time when you’re working with the Office Web Apps. you’re probably accustomed to rightclicking and taking advantage of shortcut keys. Rather than click hither and yon. The History menu lists files and folders you visited since you opened your browser.

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. and give a great presentation with the PowerPoint Web App • Take and organize notes — write and store notes and make them more useful with the online version of OneNote
Open the book and find:
• Tips for setting up your browser for Office Web Apps • Techniques for creating diagrams and artwork • Methods for writing better notes • Ten tools you can use in all the Apps • Best practices for sharing files • Guidance on collaborating with others • Hints for making a fantastic presentation • Things that work differently in Office Web Apps
Go to Dummies. and OneNote notebooks online • File sharing and collaboration — store Office files on Windows Live and SharePoint Web sites. and sort and filter data • Stay on point — design and create slides. more confident user of the Apps. and work simultaneously with others • Explore the Word Web App — format text.99 UK
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